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Table of Contents
Introduction
10 Commandments
Points of Contact
Event Schedule
Directions to Harrogate International Centre
NEW – Vehicle Access Procedure
Shell Scheme Packages
Electrics & Lighting
2
3
4
6
7
10
11
20
Stand Planning
Audio-Visual Equipment
Balloons
Banners/Drop Wires
Broadband
Carpet
Code of Practice
Exhibitor Badges
Furniture
Goods Pass Out System
Literature Distribution
Music on Stands
Patent and Copyright
Marketing & Sponsorship Opportunities
Personnel / Employment of Labour
Shipping / Freight Forwarding
Stand Catering
Stand Cleaning
Stand Dressing
Stand Insurance
24
24
24
24
24
24
24
25
25
25
25
25
25
25
26
26
26
26
26
Logistics
Accommodation
Build Up and Breakdown
Build Up Security Passes
Car Parking
Cash Points/Banking Facilities
Children
Deliveries
Exhibitor and Contractor Admission
Exhibitor Passes
First Aid
Fire Extinguishers
Goods Pass Out System
Lost Property
Security
Storage and Porterage
Vehicle Passes
28
28
28
29
29
29
29
30
30
30
30
30
30
30
31
31
Compulsory Regulations & Emergency Procedures
Disability & Equality Act 2010
Workplace Health & Safety:
Emergency Procedures
Compulsory Show Venue Regulations
Manual Handling Guidelines
UNDERTAKING YOUR RISK ASSESSMENT
32
33
35
37
39
42
Schedule of Forms & Marketing Information
46
Introduction
Thank you for your valued support. This manual contains all the essential information
you require to prepare your stand and maximise your participation at the Convergence
Summit North 2015 Exhibition.
Please read through the manual at your earliest opportunity to ensure that you are aware
of all details and that all deadlines are met. We ask that all exhibitors bring this Exhibitor
Manual with them on site for quick reference.
It is an Event Management requirement that you, and any contractors employed by you,
pay special attention to Section C ~ Workplace Health & Safety and Risk Assessment
and the forms related to this. Please note these requirements will be strictly enforced at
all times.
You will find Order Forms for official contractors and services at the back of this manual
in Section D. Please ensure that all deadlines are adhered to so that the relevant
contractors and we can carry out your instructions.
The Organiser’s Office will be open for the duration of the event from 1500hrs on
Monday 16th March – please come to the office if you have any queries or need
assistance.
Please remember that as part of your exhibition package you may be entitled to a fullpage advertisement in the event Show Guide. The copy deadline for this is Friday 27th
February.
Your stand package for Harrogate does NOT include tickets to the St Patrick’s Night
Party on the 17th March after the first day of the show. Tables of 10 and individual seats
in the Royal Hall just next to the exhibition hall can be booked by calling Kate on 01892
538 348.
Please also find included information on the marketing opportunities of which you can
take advantage as well as our Exhibitor Microsite (Connect) which allows you to search
and make contact with our pre-registered visitors.
We are here to assist you in any matters relating to the event so please help us to help
you by reading this Exhibitor Manual thoroughly. Should you require any further
assistance please direct your enquiries to the relevant person listed under ‘Points of
Contact’.
2
10 Commandments
1. No free-build stands
2. No exhibitors’ own flooring
3. No building above shell scheme height
4. No complete blocking of open sides of stands by full length, full height
displays
5. NO dismantling of stand structure or packing BEFORE end of the show –
4pm on Wednesday 18th March
6. NO removal of stand panels BEFORE power is terminated to the stand
7. Return MANDATORY Health & Safety & Risk Assessment forms
8. No working the aisles – No distribution of leaflets unless agreed by us
9. Remember to book your table or individual seats at the St Patricks Night
Party and don’t forget to invite your guests – it’s not just for exhibitors.
10. This is YOUR event – work with us to market the show
3
Points of Contact
Accommodation
Trinity Conferences Ltd
List of hotels:
6 Southview Business
Centre
Tinwell Road, Stamford
Lincolnshire
PE9 2JL
Contact: Nicola Kettleborough
Tel No: 01780 484 052
Fax No: 01780 762 809
E-mail: bookings@trinityconferences.co.uk
List of Hotels:
http://www.trinityconferences.co.uk/ratecard.a
spx?event=MPL23
Audio Visual Equipment &
Business Equipment
DB Systems
64 Hundred
Tewkesbury Business
Park
Tewkesbury
Gloucestershire
GL20 8SF
Contact: Luke Fishlock
Tel No: 0845 226 3083 Ext: 224
Fax No: 0845 120 5552
E-mail: Luke.fishlock@dbsystems.co.uk
Broadband
HIC Yorkshire
Harrogate International
Centre
Kings Road
Harrogate
North Yorkshire
HG1 5LA
Harrogate International
Centre
Kings Road
Harrogate
North Yorkshire
HG1 5LA
The Coach House
Turners Drive
Thatcham
Berkshire, RG19 4QB
Contact: Jane Blackburn
Tel No: 01423 537 223
Fax No: 01423 537 261
Email:
exhibitionservices@hicyorkshire.co.uk
Furniture Hire
Inspire Furniture Hire
PO Box 14298
Birmingham
B46 9AZ
Contact: Sue Duffield
Tel No: 01455 234 919
Fax No: 01675 482 917
Email: sales@inspirehire.co.uk
Web: www.inspirehire.co.uk
Login Password ‘Hire11’
Insurance
Hiscox
Hiscox House
Sheepen Place
Colchester
Essex
CO3 3XL
Tel: 0845 213 8448
Fax: 0845 213 8438
Email: eventinsurance@hiscox.com
https://www.hiscox.co.uk/events/3054
Electrical Installations
HIC Yorkshire
Exhibitor Badges
CIRCDATA
4
Contact: Jane Blackburn
Tel No: 01423 537 223
Fax No: 01423 537 261
E-mail:
exhibitionservices@hicyorkshire.co.uk
Contact: Elen Phillips
Tel No: 01635 869 868
Fax No: 01635 868 594
Email: ephillips@circdata.com
Light Pen Hire
CIRCDATA
The Coach House
Turners Drive
Thatcham
Berkshire, RG19 4QB
Contact: Elen Phillips
Tel No: 01635 869 868
Fax No: 01635 868 594
Email: ephillips@circdata.com
Shipping, Lifting, Freight
Forwarding & Storage
WES Logistics
Unit 9
Stort Valley Industrial
Estate
Stanstead Road
Bishop’s Stortford
Hertfordshire
CM23 2TU
Contact: Danielle Potter
Tel No: 0208 508 2224
Fax No: 01223 367 618
Email: mailuk@wes-group.com
Shell Scheme
HIC Yorkshire
Harrogate International
Centre
Kings Road
Harrogate
North Yorkshire
HG1 5LA
Harrogate International
Centre
Kings Road
Harrogate
North Yorkshire
HG1 5LA
Contact: Jane Blackburn
Tel No: 01423 537 223
Fax No: 01423 537 261
E-mail:
exhibitionservices@hicyorkshire.co.uk
Event Operations
Logistical Enquiries
32 Kings Road
Chalfont Saint Giles
Buckinghamshire
HP8 4HS
Contact: Nika Czoch
Tel No: 020 8998 1053
Fax No: 020 8181 4910
Email: nika@eventdoctors.net
Managing Director
Swink Events LLP
The White House
Commercial Road
Tunbridge Wells
Kent TN1 2RR
Contact: Paul Johnson
Tel No: 01892 559 393
Mobile: 07887 944 433
Fax No: 01892 515 724
E-mail: paul@commsbusiness.co.uk
Event Coordinator
Swink Events LLP
The White House
Commercial Road
Tunbridge Wells
Kent TN1 2RR
Contact: Susannah Johnson
Tel No: 01892 583 348
Mobile: 07535 513 850
Fax No: 01892 515 724
E-mail: susannah@commsbusiness.co.uk
CEO
Swink Events LLP
The White House
Commercial Road
Tunbridge Wells
Kent TN1 2RR
Contact: Miles Bossom
Tel No: 01892 538 348
Fax No:01892 515 724
E-mail: miles@commsbusiness.co.uk
Stand Catering &
Hospitality
HIC Yorkshire
5
Contact: Kirsten Rolph
Tel No: 01423 537 334
Fax: 01423 537 261
Email: Kirsten.rolph@hicyorkshire.co.uk
Event Schedule
Date
Monday 16th March
Monday 16th March
BUILD UP
Time
Instructions
0800-1500hrs
Official Contractors ONLY
1500-2000hrs
Exhibitors Access Permitted. Delivery of
exhibits into the hall commences at 1500hrs.
Offloading from vehicles needs to be
completed by 1800hrs.
Exhibitors are advised to inspect their stands
prior to 1800hrs to ensure that their
contractor orders are correct. The hall will
remain open until 2000hrs for stand dressing.
EXHIBITION OPEN PERIOD
Tuesday 17th March
1000 – 1630hrs
Wednesday 18th March
1000 – 1600hrs
Exhibitors may access the Exhibition Hall on Tuesday from 0800hrs and on
Wednesday from 0900hrs with the appropriate entry badge.
Power to stands will terminate half an hour after the exhibition closes during
the Open Period. 24 hr power supply must be ordered directly with HIC
Yorkshire. Power will also be terminated half an hour after build up ends on
the build up day and half an hour after the show closes on the final day.
BREAK – DOWN
Date
Wednesday 18th March
Time
Instructions
1600 – 2200hrs All exhibitors’ goods must be cleared from
the hall by 2000hrs. In case of difficulty you
are advised to liaise with the Organiser’s
Office. ALL Contractors must be clear of
the hall by 2200hrs.
NO EXHIBITS MAY BE DISMANTLED BEFORE THE EXHIBITION CLOSES AT
1600HRS ON WEDNESDAY 18th MARCH 2015 and NO CONTRACTORS WILL
BE ALLOWED ENTRY INTO THE HALL UNTIL CLEAR OF ALL VISITORS.
6
Directions to Harrogate
Harrogate is located centrally on the UK map with ready access to London and
Edinburgh. A first-class motorway network, mainline rail, sea and 24-hour air links
ensure that Harrogate is able to offer all the benefits of a truly global location.
Harrogate has excellent rail and air links with regular train services to and from London
King’s Cross via York and Leeds (www.nationalrail.co.uk) and Leeds Bradford
International Airport is only 20 minutes from Harrogate with a regular bus service into
Harrogate. For details about travelling to Harrogate by public transport visit
www.transportdirect.info
By road
From London:
M1 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs.
From the North:
A1 – J47 signposted Knaresborough and then follow the Harrogate signs.
From the East:
M621 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs.
From the West:
M56 – M62 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate
signs.
7
EXHI
BI
TI
ONHALL
ROYALHALL
DRAGONROADCARPARK
Exhibitor Holding Area
A59 Skipton
A61 Ripon
Route from Dragon Road Park to HIC
to
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Approach routes to Dragon Road Park
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A61 Ripon
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WHEN LEAVING
VEHICLE PARK
TURN LEFT
Entrance to
underground
Car Park
Dragon Road
Vehicle Park
ield Avenue
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HG1 2SY
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ROYAL HALL
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shoppers only
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Dragon Road
Vehicle Park
HG1 5DB
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PREMIER
INN
HOLIDAY I NN
A1 (M)
A59 Knaresborough
and York
A661 Wetherby
Important Procedures for Vehicle Access to the
Exhibition (see map on page 9)
1. Upon arrival in Harrogate you are required to report to the Dragon Road Vehicle
Park, entrance on Dragon Road. ‘Exhibitor Holding Area’ is signposted from the
edge of town and then Dragon Road Vehicle Park signs are picked up.
2. You will be met by a Traffic Marshall who will advise you where to park up at
Dragon Road Vehicle Park.
3. You will be issued with a ‘Delivery’ or ‘Collection Pass’ by the Traffic Marshalls
upon space becoming available at the loading doors of Hall M at the Exhibition
Centre. This Pass must be clearly displayed in the windscreen of your vehicle.
4. Only on authority of the Traffic Marshalls will your vehicle be allowed to leave the
Dragon Road Vehicle Park and approach the Exhibition Centre.
5. IMPORTANT: Only vehicles displaying the appropriate Pass will be allowed to
park at the Exhibition Centre for the purpose of delivery or collection.
6. As soon as the delivery or collection has been completed, the vehicle is to be
removed from the vicinity of the Exhibition Centre as soon as possible.
7. Vehicles requiring parking facilities for the duration of the Exhibition may return to
the Dragon Road Vehicle Park but may not return to the Exhibition Centre for
break down without the appropriate ‘Collection Pass’ issued by the Traffic
Marshalls.
8. IMPORTANT: Vehicles are not permitted to enter the Dragon Road Vehicle Park
earlier than 7:00am or later than 9:00pm.
9. Upon departure from the Dragon Road Vehicle Park, ALL vehicles must turn left
and follow a designated one way approach route to the Exhibition Centre:
Turn left at Dragon Road
Turn left at junction with Skipton Road
Turn left at junction with Kings Road
Up Springfield Avenue
Turn left at junction with Ripon Road
Hall M is located on the left at the bottom of the hill.
10
Shell Scheme Package
Please note this is a Shell Scheme ONLY exhibition. Should you have any queries about
this, please put them in writing to Paul Johnson, Managing Director – see ‘Points of
Contact’.
No graphic, pop-ups or self-build stand items should exceed the 2.5m height
restriction. Raised flooring is prohibited unless prior consent has been given by
the event Organiser.
There are a number of shell scheme stand packages at the event. Please ensure you
look at the correct package details for your stand booking:
Basic Packages – see details below
Graphics Packages – see details below
Lounge Package – see details below
BASIC PACKAGES
11
12
Basic Packages
SIZE: (2m x 1m) – Each stand will receive the following as part of their exhibiting
package:
Shell Scheme
White melamine system with fascia and ceiling grid
Name Board
Red Fascia Board with White vinyl text:
Company Name & Stand No. Only
(No individual company logos are permitted)
Carpet
Stand Black, Gangways Red
Lighting
2 x Spots on track
Power
1 x single 500w Socket
SIZE: (3m x 3m) & (3m x 6m) - Each stand will receive the following as part of their
exhibiting package:
Shell Scheme
White melamine system with fascia and ceiling grid
Name Board
Red Fascia Board with White vinyl text:
Company Name & Stand No.
(No individual company logos permitted)
Carpet
Stand Black, Gangways Red
Lighting
Spots on track:
- 3 x spots for (3m x 3m)
- 6 x spots for (3m x 6m)
Power
1kW Socket:
-1 x double 1kW socket for (3m x 3m)
-2 x double 1kW socket for (3m x 6m)
For all exhibitors and all packages there is a range of optional extras that can be used to
customise the stand at an additional cost to the exhibitor. A list of shell scheme extras
with prices can be found in section D.
13
See the shell schematic on pages 18 and 19 for exact dimensions of your stand
package.
GRAPHICS PACKAGES
SIZE: (2m x 1m) – up to 2 x graphic infill panels plus everything in basic shell package.
SIZE: (3m x 3m) – up to 6 x graphic infill panels plus everything in basic shell package.
SIZE: (3m x 6m) – up to 9 x graphic infill panels plus everything in basic shell package.
Please note: the number of graphic infills depends on the number of open sides your
stand has – see under ‘Walling’ section below.
Walling – for basic and graphic stands
Each stand will have a minimum of a solid back wall. Depending upon the position of
your stand on the floorplan, it will also have 3, 2 or 1 open side(s). Open sides must
remain open and unblocked by a full height run of solid graphic display. PLEASE
CHECK YOUR STAND POSITION CAREFULLY ON THE FLOORPLAN - TO HELP
YOU WE HAVE INDICATED ALL OPEN SIDES AS BLUE DASHED. PLEASE CHECK
THAT YOU HAVE BOOKED THE CORRECT STAND LOCATION WITH THE
CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY REQUIREMENTS.
A solid walling effect created by pop up displays etc. on an open side will NOT be
allowed if deemed by the Organisers to have a detrimental effect on the show or
surrounding stands.
An open side can be partially blocked; however some transparent 'vision panels' MUST
be incorporated. The vision breaks do not have to be full height of the wall. However,
the overall effect must to be to allow visitors to see through the stand and assist an open
feel of the exhibition.
If you have any doubts as to the design of your stand please contact Nika Czoch on
0208 998 1053 to avoid unnecessary alternations on site.
14
Customised shell panels
Other than graphic infills, there are further options for bespoke customising of your shell
stand with graphics such as a full graphic clad walling. For more options and costs,
please contact Jane Blackburn on Tel No: 01423 537 223, E-mail:
exhibitionservices@hicyorkshire.co.uk
Please note: If your stand has customised panels with digitally printed graphics and you
wish them removed during the breakdown process, this will only be permitted once
power has been terminated to your stand half an hour after the show closes and by
authorised HIC personnel only. Removal of any shell scheme panels before power is
shut off to your stand is strictly forbidden.
LOUNGE PACKAGE
15
LOUNGE PACKAGE
Shell Scheme
Bespoke Graphic panels
Name Board
Bespoke Graphic Fascia Board
Carpet
Standard Black or Carpet colour of own choice
Furniture
8 x lounge unit chairs, 2 x square coffee tables,
3 x cabinets
Lighting
Long arm floods
Power
3 x double 1kW socket
16
ALL STANDS
Fixing
Extra display fittings and wall panels for subdivision of your stand are available to order.
Please see Section D in the manual. Please note that the only fixing method which may
be used directly on wall panels is Bloat, Velcro hook/loop dots and strips or pendant
displays for heavy exhibits; no pins, staples, screws or other intrusive fixings are
allowed. If a wall panel is damaged in any way, then an extra charge for
replacement will be made.
Fixtures and Fittings
The suspension of stand or light fittings for ALL stands from the hall roof or other stands
is strictly prohibited.
NOTE: Stands MUST be manned by a least one member of your team throughout the
show opening times. Stands are to be kept neat and tidy at all times.
17
Fascia board - exposed height 170mm
Central ceiling beam - 65mm deep
(on stands over 4.0m wide)
Additional support required
on fascia spans over 4.0m
Wall panels
Corner support upright
The basic Shell Scheme
Fascia board - exposed height 170mm
Wall panels
Corner support upright
Corner support upright
Elevation
Plan
Panel dimension detail
IMPORTANT: Electrical Regulations – ALL Stands
Harrogate International Centre (HIC) will carry out ALL electrical work in the halls.
All electrical work must comply with the Regulations of the Exhibition Venue Association
(EVA), the Hall Owners and the Exhibition Organisers. Please refer to the eGuide
(Guidance for Working at UK Exhibition Venues) which includes Electrical Installations
and Testing. The eGuide came into force with the intention of providing a consistent set
of regulations for working within UK venues and can be found online at
www.aeo.org.uk/eguide. It should be fully adhered to. Harrogate International Centre
(HIC) is the official electrical contractor for the Show and they can answer questions on
Tel: 01423 537223 or email exhibitionservices@hicyorkshire.co.uk
For your convenience, a service desk for HIC will be set up on-site adjacent to the hall
entrance during build-up.
ELECTRICAL RULES & REGULATIONS
As of 1st July 2012 a new set of electrical regulations became applicable within the UK event
industry and is now being adopted throughout all UK venues. A revised minimum standard
of electrical installation and testing has been developed to raise official exhibition hall
practices close to the requirements of BS7671 17th edition and therefore more likely to be
viewed by a court as compliant with the law. This minimum standard is now expected by
venues.
Further information is available via the eGuide at www.aeo.org.uk
How will this affect you?
Shell Scheme exhibitors
Swink Events has made arrangements with the official electrical contractor for the show,
HIC, to ensure that all relevant testing is conducted to meet the new standards. You do not
therefore need to do anything differently – simply place your order for power sockets or
lighting using the electrical order form at the rear of the manual and the rest will be taken
care of on your behalf. The additional costs will be covered by Swink Events.
ELECTRICS FOR SHELL SCHEME PACKAGES
Shell scheme packages will receive:
1x 500w socket and 2x spotlights if a (2m x 1m)
1x1kW socket and 3x spotlights if a (3m x 3m)
2 x 1kW sockets and 6x spotlights if a (3m x 6m)
as part of the package price – further details can be found listed under the ‘Shell Scheme
Packages’ heading in this manual. Inclusive within the shell scheme package provided is
an allocation of spotlights, dependant on stand size. Fittings provided within the
standard stand packages cannot be exchanged; all spotlights provided on this basis will
be fitted to the rear of the stand fascia. Spotlights provided with the standard packages
cannot be relocated within the stand area. Additional items may be ordered by
20
completing the HIC electrical order form found in Section D. If these are positioned away
from the stand walls or fascia, it will be necessary to order lighting tracks.
Quick reference guide to planning your power requirements:
Important Note! If you intend using a large quantity of electrical and computer
equipment on your stand a single 1kW socket may not suffice and lead to fuses blowing
resulting in your and your neighbouring exhibitors’ stands being without lights or power.
This may result in additional charges and cause frustration and delays on site.
To prevent this from happening:



Make sure you order additional sockets for large quantities of electrical
equipment bearing in mind that all appliances have varying power requirements.
Ensure you order the correct socket by checking the reference tag fitted to all
appliances.
The use of 4-way units is permitted, provided that only ONE 4-way unit is used
per socket and is subject to a maximum loading of 500w. Linking one 4-way
unit to another (‘Daisy chaining’) is strictly prohibited.
If you have any queries, please do not hesitate to discuss your requirements with
HIC who will be happy to advise on 01423 537223.
USE OF EXHIBITOR’S OWN ELECTRICAL LIGHT FITTINGS
We recommend that exhibitors use the official contractor HIC to supply any additional lights
(spotlights, fluorescents etc.) or sockets that you may require. However we understand that
exhibitors may wish to use their own light fittings that you regularly use at other events.
Sockets or Connections to Your Own Light Fittings
If you are intending on using your own light fittings systems such as on pop-up displays, it is
your responsibility to ensure that the system, or any pre-fabricated wiring, complies with the
EVA regulations, the eGuide and has been inspected and tested by a competent electrician
prior to use. IT SHOULD BE NOTED THAT ALL CONNECTIONS TO YOUR OWN
FITTINGS MUST BE CARRIED OUT BY HIC YORKSHIRE. You should also carry a
quantity of spare lamps/bulbs, as maintenance to your own light fittings is NOT included in
any socket or connection costs.
All your own fittings must have a short tail (1.5mm2 cable or flex), together with a
connector block and insulated enclosure box to each connection. Failure to comply with
these requirements will result in additional charges on site.
Before ordering the socket or connection for your own lights, please consider the following, to
ensure that you order the correct supply:


When using lights on a track, add the total wattage of all the lamps together to give
you the correct rated socket or connection.
Individual light fittings can be pre-wired together prior to arriving at HIC, provided a
qualified electrician carries it out. However, you should give careful consideration as
to how you fix your fittings to your stand once they have been pre-wired. Again, add
the total wattage of all the lamps together to give you the correct rated socket or
connection.
21

If your light fittings cannot be pre-wired, you will need to order an individual socket or
connection for each fitting.
Exhibitor’s Own Lights
Please ensure that your lights are tested prior to bringing them on site, together with
documentary proof as spot checks may be carried out on site.
Spare lamps should be supplied, as maintenance is not included with client’s own lights.
Lighting connections must not exceed 1000w. The maximum load of 1kw is permitted on
each lighting circuit – multiple light fittings &/or 4-way extension leads must not be
plugged into 2kw or 3kw sockets. You need to order sufficient individual sockets for your
lights.
Lamps and appliances with high surface temperatures should be guarded and used a
minimum of 300m away from combustible materials.
Cables and Wiring








All wiring must be carried out in PVC Twin and Earth cable, not less than 1.5mm2.
All wiring below 2.5m must be mechanically protected by high impact conduit.
The maximum length of the flexible cord on an appliance or 4-way trailing lead is
2m.
Do not coil up long cables: unroll them to ensure they do not heat up or have
them cut to the correct length (the maximum length for a cable is 2m). To avoid
these problems, ensure that the location of the socket/s is are required for your
stand layout by sending a plan IN ADVANCE (using the reverse of Electrics
Form) so that HIC can fit socket/s in the required location to avoid the need for
daisy chaining or long-lead lengths.
Multi-way plug-in type and bayonet adaptors are not permitted.
Plug tops must comply with British Standard BS1363 and be suitably fused.
Not more than one flexible cord should be connected to one plug top.
All truss and metal framing shall have an independent earth bond and back to the
main earth supply on the fuse board.
4-way trailing leads
Only one 4-way unit can be used per socket and is subject to a maximum loading of
500w.
Halogens
The use of halogens can cause overloading issues and fire safety risks as these lights
become very hot. It is imperative that if you wish to use your own light fittings, you
contact HIC in advance to discuss your power requirements and that you carefully
arrange lights so that they cannot cause a fire risk. We recommend avoiding halogen
lights and using low-power alternatives instead.
Low Voltage Lighting
Transformers must be fused on both the primary and secondary sides.
Consideration should be given to the sitting of your transformers, to avoid volt drop and
they must be well ventilated and easily accessible.
22
Sockets
Sockets used for clients own lights must not exceed 1000w.
Ensure that you order the correct socket by checking the reference tag fitted to all
appliances. Specifying incorrect sockets will result in additional costs and delays on site.
All sockets are single conventional British metal clad outlets.
23
SECTION A - STAND PLANNING
Audio-Visual Equipment
DB Systems is Convergence Summit’s preferred Audio Visual supplier. Please refer to
their order form for details and pricing, which can be located in Section D of this manual
or live on their website at: http://www.dbsystems.co.uk/where_we_will_be
Password: csn2015
Balloons
All balloons must be tethered securely as a substantial charge will be passed on to the
exhibitor if balloons need to be retrieved from the roof voids.
Banners / Drop Wires
Rigging of banners is ONLY permitted where it has been previously arranged
through the Organisers. If you are interested in booking a banner site, please
contact the Events Coordinator listed in the contacts section at the front of the
manual.
Broadband
Harrogate International Centre (HIC) offers free Wi-Fi to exhibitors and visitors at the
event. It is recommended that if you require a dedicated stable internet connection that
you order a hardwired internet solution from HIC’s IT Department. Please refer to the
internet order form at the back of the manual for more details and cost.
IMPORTANT: Wireless routers must not be used without contacting HIC’s IT
department prior to the event.
Please contact the Events IT department at HIC on 01423 537223 or email
exhibitionservices@hicyorkshire.co.uk for more information.
Carpet
Stand carpet will be Black (other than a lounge package if a bespoke colour option is
chosen)
Gangway carpet will be Red
Code of Practice
Please ensure that your stand is always staffed and that all exhibits remain displayed
while the exhibition is open. In order that no discourtesy is shown to last minute visitors
and in the interests of health and safety, dismantling of any displays or exhibits will be
prohibited before 1600 hrs on Wednesday 18th March.
Electrics and Lighting
Please see the important section on electrical rules and regulations as to what is
permissible regarding lighting and power to stands – including new compulsory testing
regulations in forced on pages 20 to 23.
Exhibitor Badges
Please order your badges online at http://milespub.circdatasolutions.co.uk/Exhibitors/CSN15/LogIn.aspx as soon as you can as this will give you
and your staff access to the Connect Networking Site and the ability to contact all pre
registered visitors prior to the event. Exhibitor badges will be sent to you approximately
24
two weeks prior to the event. For security reasons, your staff must wear the badges at all
times to gain access to the exhibition area.
Exhibitor badges remain valid for the duration of the show, including build-up and
breakdown periods.
Furniture
Inspire Furniture offers a wide range of exhibition stand furniture; please refer to their
price list in the Forms section or their website www.inspirehire.co.uk Login Password
‘Hire11’.
Goods Pass-Out System
Once the exhibition is open to visitors, no stand equipment or display items from your
stand will be permitted to be removed from the exhibition hall until official break-down of
the show has commenced. If you intend to remove any such items during the event, you
will be asked to complete a Goods Pass-Out form showing personal identification at the
Organisers Office.
Literature Distribution
The distribution of leaflets and other promotional materials should be confined to your
stand area at all times and is not permitted in the gangways or elsewhere in the
exhibition grounds. The Organisers reserve the right to prohibit the display or distribution
of advertising matter that could give rise to offence and to confiscate the supplies thereof
for the duration of the event. For further information on Marketing & Sponsorship
opportunities please contact the Events Coordinator listed under ‘Points of Contact’.
Music on Stands
If you intend to play recorded background music that is copyrighted on your stand during
the course of the exhibition you are required by law to obtain music licenses. For further
information and pricing please email nika@eventdoctors.net.
The sound of any audiovisual equipment must be kept to an acceptable level and not
exceed 50db. The Organisers reserve the right to curtail or ban demonstrations if
complaints are received.
Patent and Copyright
The exhibitor must make sure of protection of patent rights for equipment or products on
display following the legal regulations in force. These formalities must be made before
exhibiting these products or equipment, as the organisers Swink Events LLP, cannot be
held responsible in this particular field. For any further queries please contact: The
Patents Office, Concept House, Cardiff Road, Newport, NP9 1RH.
Marketing & Sponsorship Opportunities
The Convergence Summit offers its exhibitors a wide range of opportunities with our farreaching marketing campaign aimed at attracting resellers from the Comms, IT and
Mobile market. We offer a range of free marketing opportunities as well as paid-for
promotional and sponsorship activities to help maximise your investment at the Summit.
For details, please contact the Event Coordinator as named under “Points of Contact”.
Personnel / Employment of Labour
In order to prevent any misunderstanding in respect of labour employed in connection
with stand construction and display work, exhibitors are strongly recommended to use a
contractor who is a member of the British Exhibition Contractors Association – BECA.
25
In the interests of the exhibition as a whole, which must be the primary concern at all
times, the Organiser’s decision on any dispute concerning labour being employed must
be taken as final.
Shipping / Freight Forwarding
Shipping, freight forwarding, lifting services and storage of empty cartons and packaging
can be arranged through WES Logistics. Please contact WES Logistics using the details
in the contacts section or refer to the form in section D to place your order.
Stand Catering
HIC hospitality, Kudos has the sole right to supply all food and drinks consumed on site.
All alcohol, beverages, consumables and catering equipment must only be obtained from
them. Please refer to the order form in Section D to place your order now.
Stand Cleaning
The exhibition hall, gangways and all stands will be cleaned each morning of the show
open days, prior to exhibitors arriving. However exhibitors producing an excessive
amount of waste during build-up, show open & breakdown or who have special cleaning
requirements should contact Nika in Event Operations (see “Points of Contact”) for
further details and costs.
Stand Dressing
Important: If you intend to use Pop-ups as part of your stand display, these must
fit within the confines of your shell scheme stand. Please be aware that you will
need to obtain prior approval from the Organisers for the fascia and grid ceiling to
be removed from your stand and therefore any pop-ups forming part of your
display must be within the 2.5m height confines of your ceiling grid.
Any unsightly cabling or wiring at the back of any pop up wall or display,
especially the side-on view between the pop-up and the shell wall must be neat or
hidden from view.
Open sides must remain open and unblocked by a full height run of solid graphic
display. PLEASE CHECK YOUR STAND POSITION CAREFULLY ON THE
FLOORPLAN - TO HELP YOU WE HAVE INDICATED ALL OPEN SIDES AS BLUE
DASHED. PLEASE CHECK THAT YOU HAVE BOOKED THE CORRECT STAND
LOCATION WITH THE CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY
REQUIREMENTS.
A solid walling effect created by pop up displays etc. on an open side will NOT be
allowed if deemed by the Organisers to have a detrimental effect on the show or
surrounding stands.
An open side can be partially blocked, however some transparent 'vision panels' MUST
be incorporated. The vision breaks do not have to be full height of the wall. However,
the overall effect must to be to allow visitors to see through the stand and assist an open
feel of the exhibition.
Stand Insurance
Whilst the Organisers will take every precaution to protect property during the event, they
will not be held responsible for any loss or damage caused directly or indirectly by the
exhibitor or any contractor, sub-contractor, servant, agent or invitee of his, or the act,
omission or neglect of any such person or by any exhibit, machinery etc.
26
Each exhibitor is also responsible for all claims arising from personal injury or damage to
property during the periods of build-up, show open and break-down.
Please be warned that standard company policies are often not valid when
participating at an exhibition. We strongly recommend that you ensure your
insurance cover is sufficient and covers you fully in the event of a claim.
IMPORTANT: Exhibitors and their contractors shall take out and maintain at all
times public liability and employee liability insurance against personal injury,
death and damage to or loss of property for a limit of indemnity not less than
£2,000,000 sterling (or its equivalent). The organiser shall be entitled to inspect the
exhibitor’s public liability policy, which the exhibitor shall make available upon
request.
In addition to the above insurance requirement, exhibitors and their contractors in the
show must carry:



Loss of expenses resulting from cancellation, abandonment, control of the
organiser and/or exhibitor
Loss or damage to property of the exhibitor whilst at the exhibition centre
including transit to and from the exhibition
Contingent public liability (in excess of that already held by the exhibitor) whilst at
the exhibition centre
Exhibitors must ensure that any appointed contractor has adequate and
comprehensive employee and public liability insurance cover for the event.
The Financial Services Authority regulations do not permit us to advise you directly on
any insurance matter. However we wish to draw to your attention to insurance for
Exhibitors offered by Hiscox. Please contact Hiscox to discuss Exhibitors Insurance. You
are under no obligation to purchase such insurance from Hiscox and may therefore
choose to seek insurance from other providers; however it is a compulsory
requirement under our terms and conditions for an exhibitor to have sufficient and
adequate public and employee liability cover for their attendance at the event.
Details can be found in the rear of the manual in Section D. For more details, click on
https://www.hiscox.co.uk/events/3054
27
SECTION B ~ LOGISTICS
Accommodation
The Convergence Summit North 2015 has negotiated special rates through Trinity Event
Solutions for the Majestic Hotel which will be the headquarters hotel for this event. The
Majestic is a 2 minute walk from the venue and with many exhibitors and visitors staying
at the hotel, it will be a networking hub throughout the event. After-party drinks on the
Exhibitor Party night will also be hosted at the Majestic. Residents exhibiting at the
Convergence Summit will receive free parking and free Wi-Fi for the duration of their
stay. For further information and to make a reservation please refer to the booking form
in Section D or go to http://www.trinityconferences.co.uk/ratecard.aspx?event=MPL23
Build up and Breakdown
Build up is between 1500hrs – 2000hrs on Monday 16th March.
Venue access directions – please refer to street map and Exhibitor Holding Vehicle
Park map on pages 8 and 9.
Vehicle access to the venue is strictly via the Dragon Road Vehicle Park Exhibitor
Holding Area only.
A queuing system will be in operation and traffic marshals will issue you with an entry
pass for an allotted time to gain access in/out of the venue when space becomes
available. The route from the holding park to the venue will be clearly signed. See page
10 for detailed information on the procedure.
All vehicles delivering exhibits or stand-fittings must clearly display a Vehicle
Delivery or Collection Pass in their windscreen. Please be aware that vehicle
marshalling around the loading bay area will be in operation throughout build up and
breakdown. Once goods vehicles are unloaded they must be removed from the loading
area immediately. Exhibitors can park either back in the Dragon Road Vehicle Park or at
HIC or Jubilee Car Parks adjacent to the venue – see information on page 10. Please
be aware that pay and display costs apply and height restrictions apply in the HIC and
Jubilee parks. No height restrictions apply in the Dragon Road Vehicle Park and it is free
to exhibitors.
All Vehicle Delivery and Collection Passes will be issued by the Traffic Marshalls at the
Dragon Road Vehicle Park.
Build Up Security Passes
For security purposes ALL contractors and exhibitors entering the hall during Build-Up
will be required to wear a Contractor Pass wristband at all times, these will be issued two
weeks prior to the event with the Final Exhibitor Communication and at the entrance
doors.
No exhibits may be removed before the exhibition closes at 1600hrs on Wednesday 18th
March, unless via a Goods Pass-Out Pass issued by the Organiser’s Office. No stand
dismantling is permitted to take place whatsoever until all visitors have left the hall, nor
will any contractors be allowed into the hall until this time. Please ensure you have
28
briefed any contractors or couriers accordingly. All stands must be clear of stand fittings
by 2000hrs on Wednesday 18th March.
Car Parking
Exhibitors staying at the Majestic Hotel can park free of charge for the duration of the
event which is a 2 minute walk from the hotel. Exhibitors can also park for the duration
of the event at Dragon Road Vehicle Park (the Exhibitor Holding Area). Please be aware,
however, that this is open to the public and as such not a secure car park. The nearest
car park adjacent to HIC is the underground HIC Car Park followed by the Jubilee Car
Park on Parliament Street. However, please be aware that 6’ 6” height restrictions apply
in both of these. Pay and display costs apply of £13 for 24 hours. If you intend to park up
a lorry or tall Luton van, please use the Dragon Road Vehicle Park.
Cash Points/Banking Facilities
There is an ATM located outside the main entrance to Hall M and there are branches of
all major banks in Harrogate town centre.
Children
Convergence Summit North is a business event and as such no children under the age
of 16 will be allowed to access the event. Access for children under the age of 16 is also
strictly forbidden during the high risk periods of build-up and breakdown on the grounds
of health and safety.
Deliveries
Courier deliveries of exhibits to the venue before 1500hrs on Monday 16th March will
NOT be accepted. Exhibitors are advised not to deliver exhibits until 1500hrs on Monday
16th March.
Please note that a representative of your company MUST be present to sign for any
deliveries. The Organisers will NOT sign for deliveries on your behalf or accept any
goods on behalf of exhibitors, nor are they insured for any loss or damage of goods. If a
representative of the company is not present, WES Logistics, the official freight
forwarding company, will take delivery of the consignment and a handling fee will be
charged for this.
All deliveries to the exhibition must be clearly marked with the following:
Exhibitor Contact Name, Exhibitor Stand Name, Stand number, Convergence
Summit North, Harrogate International Centre, Hall M, Ripon Road, Harrogate, HG1
5LA
WES Logistics, the official freight forwarder, offers a courier service to and from the
show, as well as onsite lifting, handling and storage. Please refer to the order form in
Section D for further information and pricing.
IMPORTANT: There is a very limited facility for re-stocking onsite once the show is
opened. On show open days, goods must be hand-carried only into the show via
the main entrance from 8am – 9.30am. Please note that the loading door will NOT be
accessible or in operation at all during the show open days. This includes the pre-show
morning on both exhibition open days. No trolleys will be permitted during the open
period.
29
Exhibitor and Contractor Admission
In the interests of security, all exhibitors and contractors must wear identity
passes/wristbands provided at all times during the Build-Up, Break-down and Open
periods of the show. Security staff will not allow you or your staff to enter the exhibition
without a valid pass or wristband.
Exhibitor Passes
On completion of the enclosed exhibitor badge order form exhibitor passes will be sent to
you approximately two weeks prior to the event. These must be worn at all times during
the event.
Alternatively order online http://milespub.circdata-solutions.co.uk/Exhibitors/CSN15/LogIn.aspx
First Aid
There is a First Aid station located inside the venue up the stairs off the entrance foyer.
In the first instance please contact an HIC steward or security official. Contact with First
Aid can be made via Tel: 07525 987 943 or via the Organisers Office.
Fire Extinguishers
Fire extinguishers will be set out throughout the hall. Please ensure that your stand
personnel are conversant with their use and are aware of the position of the nearest fire
alarm point.
Goods Pass-Out System
Once the exhibition is open to visitors, no stand equipment or display items from your
stand will be permitted to be removed from the exhibition hall until official break-down of
the show has commenced. If you intend to remove any such items during the event, you
will be asked to complete a Goods Pass-Out form showing personal identification at the
Organisers Office.
Lost Property
Any lost property found must be handed in to the Organisers Office in Hall C. Lost
property will be taken to the concierge team at HIC. If after 6 weeks, no claim has been
made for the property, HIC shall consider that title to that property has been abandoned
and shall pass on the property to the local police station.
Security
The Organisers will provide general security within the exhibition halls. However
individual security of the stands and exhibits lies within the responsibility of each
exhibitor. The Organisers of the event expressly disclaim responsibility for any loss or
damage to property of any exhibitor from any cause.
It is essential that you report any loss sustained from your stand to the Security or
Organiser’s Office.
To help ensure good security at the show, please follow these points:




Appoint one member of your team to be responsible for your company’s safety
and security at the exhibition.
Do not leave cash, laptops, handbags, mobile phones, valuables etc. in unlocked
drawers, cupboards or on exhibits on your stand.
Do not leave wallets or mobile phones in unattended clothing.
Check all lockable desks and cupboards are locked before leaving your stand.
30



Please note that build-up and break-down are high-risk periods. We
recommended you work in pairs so that the stand is manned at all times.
Make sure you arrive prior to the official opening time and do not leave your stand
at night before the hall is clear of visitors.
Should you have small valuables that you wish to leave on your stand, you are
advised to provide yourself with lockable steel cabinets or other safe storage
areas.
Should you require additional security cover for your stand then please contact Nika in
Event Operations (see “Points of Contact”).
Storage and Porterage
Please note that there are no onsite storage facilities. All arrangements for storage
during the show must be made through WES Logistics. Any boxes left unattended
overnight will be removed from the hall and treated as rubbish.




Storing empty boxes etc, behind your stand is expressly forbidden.
It may be some way from your delivery vehicle to your stand so you are strongly
advised to bring a trolley with you. Unfortunately, the Organisers do not have a
trolley to loan to exhibitors.
You will need to make your own arrangements for the removal and storage of
boxes, packaging etc. prior to the opening of the event.
There are no porterage services available at the show.
Vehicle Passes
Vehicle Passes for the build-up and break-down periods will be issued to you by the
Traffic Marshalls at the Dragon Road Exhibitor Holding Park (see page 9). These must
be displayed in the windscreen of your vehicle at all times whilst your vehicle is parked
up for unloading and loading of exhibits.
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SECTION C ~ COMPULSORY REGULATIONS &
EMERGENCY PROCEDURES
Disability and Equality Act 2010
Exhibitors participating at Convergence Summit North 2015 are required to meet their
legal responsibilities under the Equality Act 2012 (replacing the former DDA – Disability
Discrimination Act 1995).
There are about 10m disabled people in the UK. Many of their disabilities are hidden –
for example epilepsy, diabetes and mental ill health - so it is best to plan to meet the
needs of a broad community. Reasonable adjustments for, and a positive attitude
towards disabled people from our exhibitors will enhance the overall shared
Convergence Summit North experience and benefit everyone.
Access for disabled people is not only about physical access to buildings for wheelchair
users but also includes access to written information for people with visual impairments
and access to the same standard of service for all. It is important to take account of
health and safety legislation, which has primacy over the disability regulations.
For
more
information
and
industry
best
practice
guidelines
visit
http://www.aeo.org.uk/files/eguide_july_14.pdf
EXHIBITORS AND THE EQUALITY ACT
Under the provisions of the Equality Act, exhibitors are required:
1) Not to treat a disabled person less favourably than someone who is not disabled.
2) To make reasonable adjustments to their services to take account of disabled
people.
“Reasonable adjustments” can be physical changes to your exhibition stand, providing
equipment or changing practices and procedures to be more inclusive. For industry best
practice guidelines go to http://www.aeo.org.uk/files/eguide_july_14.pdf
When applied to events, compliance with the Act, to ensure that disabled people are not
treated less favourably than people who are not disabled, can be broken down into the
following objectives:



Reasonable adjustments must be made to services and environments so that
disabled people can access them.
Inaccessible features must be removed or altered.
A reasonable alternative, or means of avoiding inaccessible features, must be
provided. Delivery of services by a reasonable alternative means must be
provided.
32
Accessible Stand Design
All stands or structures erected and/or installed should comply with the guidance
contained in The Accessible Exhibition Stand Handbook issued to its members by ESSA
www.essa.uk.com. The Handbook provides guidelines on how best to present and
arrange an exhibition stand to ensure everybody can gain access to the information and
products promoted.
Workplace Health & Safety:
Important Regulations & Requirements
Please note the following Health & Safety section as well as the Risk Assessment and
Health & Safety forms at the rear of the manual. These forms are compulsory for all
exhibitors & must be completed and returned to the Organisers as soon as
possible.
This section has been produced to provide exhibitors and contractors with simple
guidance for complying with Health & Safety procedures onsite.
It is a policy of Swink Events that all operations taking place at
Swink Events shows are governed by the Health & Safety at Work etc. Act 1974
(HASAWA 74) and the various legislation and regulations derived from it. Although this is
not an exhaustive list, the following current regulations must be adhered to:The Management of Health and Safety at Work Regulations
The Manual Handling Operations Regulations
The Personal Protective Equipment at Work Regulations
The Provision and Use of Work Equipment Regulations
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
The Guide to Fire Precautions in Places of Entertainment & Like Premises
Harrogate International Centre Rules and Regulations
The AEO Guide to Managing Safety at Exhibitions
STATEMENT
It is the policy of Swink Events to endeavour to seek the co-operation of all concerned in
order to achieve the highest standards, in all aspects of health & safety.
Swink Events and Harrogate International Centre, within the scope of their own laid
down Policies, have a responsibility to ensure that safe working practices are maintained
at all times, which includes ensuring that provision is made whereby persons other than
Swink Events and Harrogate International Centre employees are reminded of their
responsibilities whilst working at the exhibition centre.
As an Exhibitor or Contractor you have a duty under The Health & Safety at Work etc.,
Act 1974 to ensure that all personnel contracted by you are aware that they have a
responsibility, so far as is reasonably practicable, for the health, safety and welfare of all
employees, and that any plant or systems of work which may be used are, so far as is
reasonably practicable, safe and without risks to health. This includes that all their
employees are provided with suitable and sufficient information, instruction, training and
supervision to ensure not only their own health and safety but also that of others working
or attending the vicinity.
33
Exhibition stands are considered to be a workplace and it is therefore your responsibility
to ensure that all your staff and subcontractors have received sufficient Health and
Safety training and are provided with the correct protective clothing and equipment to
enable them to carry out their work in a safe manner in accordance with HASAWA 74.
You are also required to have in your possession a copy of your own Health and Safety
Policy and Risk Assessment as well as a copy of the Health and Safety Policy document
of each contractor employed by you, which may be requested during the exhibition. You
must also ensure that you have a copy of the Health and Safety Policy for each
subcontractor employed by you excluding those appointed by the Organisers.
The prior submission to the Organisers of a Health and Safety Declaration form and a
detailed Risk Assessment is a compulsory requirement of exhibiting at Convergence
Summit North. See pages 42 - 45 for important information regarding completion of your
Risk Assessment.
HEALTH & SAFETY/TRADE DESCRIPTION
Exhibitors are advised that the Health & Safety at Work Act 1974 requires that any
equipment being operated or demonstrated shall be inherently safe or not create a
hazard to the demonstrator or audience.
Under the current Reporting of Injuries, Diseases, or Dangerous Occurrences
Regulations, an employer will be required to notify the enforcing authority when there is
an accident resulting in death or major injury, or any notifiable dangerous occurrence.
The organiser or venue may choose to do this in some circumstances.
False claims to the suitability or safety of the equipment, or to the performance quality,
strength etc, may be subject to action under the current Trade Description Act.
GENERAL REGULATIONS
Most regulations are covered within the pages of this section – Please note below other
general regulations:

The exhibitor responsible for the stand should ensure that a suitable & sufficient Risk
Assessment for the exhibition build-up, open days and breakdown is carried out.

A person must be appointed who is responsible for health and safety matters on the
stand. (NB It may be more than one person).

Your contractors should wear suitable protective clothing relevant to their job, which
includes eye, hearing, foot and hand protection.

Notify your staff and contractors of the need for vigilance regarding the health and
safety of themselves and those working in their vicinity and monitor them at regular
intervals.

Any concerns regarding HASAWA 74 or any of the points raised in this section
should be reported to the Hall/Floor Managers or to the main Organisers Office.

Emergency security and fire procedures will be circulated to exhibitors prior to the
event. There will also be an Operations Team around that can be approached to
contact the emergency services.
34

All parking restrictions and speed limits must be adhered to.

You must ensure that portable power equipment is used for the purpose for which it
was designed and that the safety guards and dust collection bags are correctly fitted
and used.

You must ensure that portable electric tools are used with a minimum length of
trailing leads and that such equipment is not left unattended with a live power supply
to it.

It is your responsibility to ensure that any equipment or pre-wired units comply with
Harrogate International Centre regulations before they are installed on site.

No electrical cables must be allowed to cross gangways, passageways and fire exits.
If unavoidable they must be taped down securely so as to avoid a trip hazard.

Any work area must be maintained free from general waste materials, which could
hazard operatives.

That all contractors, particularly from abroad, are aware of the need to identify
suitable and sufficient tools and equipment required for the job before coming onto
site (with special consideration to general and Harrogate International Centre
requirements).
Emergency Procedures
It is of the utmost importance that exhibitors and their staff are aware of security
and fire procedures. Exhibitors should nominate a sufficient number of staff to
ensure the observance of safety procedures at all times.
It is important that your staff are familiar with the following routines, and the location of
the nearest hand fire extinguisher, and emergency exit from the hall. Be prepared –
please brief staff and display the emergency procedures notice that will be stand
dropped on your stand for their reference.
BOMB THREAT PROCECURE
Make constant checks of your stand to ensure that no unidentifiable packages, cases or
bags have been deposited. If you discover a suspicious package, or it is reported to
you:1. Do not touch it.
2. Ensure that the package does not belong to anyone in the vicinity.
3. If not owned, report it immediately, giving the exact location of the object to a
member of the HIC Management and Event Organisers. Please do not cause
undue concern to visitors at this stage.
4. Do not activate fire alarms.
35
5. If you receive a bomb threat by telephone, please obtain as many details as
possible, and then inform HIC Management and Event Organisers and follow
same procedures.
FIRE EVACUATION PROCEDURE
If you discover a fire or suspect there is a fire, for whatever reason (i.e. you see smoke):RAISE THE ALARM - operate the nearest glass fronted fire alarm call point (located near
fire exits, main doors, linkways etc.) - this will call the Fire Brigade and sound the alarms.
The sounding of loud alarms/ sirens indicates a fire alarm. In The Royal Hall there is a
taped voice evacuation statement that asks you leave the building.
Attack the fire with the equipment provided - only if there is no immediate danger to
yourself. Be aware of the type of fire you are fighting, i.e. electrical fires must only be
fought with green/ black/ blue extinguishers, or those displaying the appropriate
markings. If possible inform a member of HIC Staff/Duty Manager of the area the fire is
in.
EVACUATION
If you should hear the alarm, evacuate immediately by the nearest exit and make your
way to the appropriate assembly point:Exhibition Halls C, M,
Crescent Gardens opposite the front of the
Royal Hall, adjacent to the St George Hotel.
Royal Hall
Crescent Gardens opposite the front of the
Royal Hall, adjacent to the St George Hotel.
If you are a stand holder, do not try to remove your goods from the halls. Leave the halls
immediately by the nearest emergency exit. Do not use lifts if fire alarm sounds.
You will be informed of the situation at your assembly point. Permission to re-enter the
halls may only be given by the Fire Officer in charge.
MEDICAL EMERGENCIES
In the event of urgent medical assistance being required, notify First Aid immediately
without delay by notifying the Organisers or a HIC steward or security officer, giving the
exact location of the casualty and details on injuries sustained e.g. obvious bleeding,
unconsciousness.
In the event of an accident the location should be left as found except for necessary
movements of items, or isolation of any power supply to ensure the safety of an injured
party or those attending to render First Aid, until authorised by the Health & Safety
Officer or a member of the fire division.
36
Compulsory Show & Venue Regulations
DRINK & DRUGS
The abuse of alcohol, drugs and other substances can affect work performance and
safety. Any person found to be under the influence of alcohol, drugs or other substances,
which in the opinion of the Organisers and their representatives constitutes a danger to
themselves or any other person using the venue, will be removed from the venue by
security and if necessary further action will be taken to remedy the situation.
ELECTRICAL REGULATIONS
See pages 20 - 23 for important guidance on rules and regulations governing electrical
installations, power and lighting on your stand.
FIRE RESISTANT MATERIALS
All work must be carried out using non-flammable materials. The use of softwood board
is prohibited except for platforms and counter tops, in which instances it must be
impregnated to render them fireproof. In particular we would like to draw attention to
pegboards, which should be supplied as Class 1 flame retardant board or treated with an
acceptable Class 1 paint. The use of polystyrene and Perspex is prohibited.
FOOD & HYGIENE REGULATIONS
It is essential that any stand providing refreshments to persons visiting exhibitions
comply with the provision of the Food Safety Act 1990 and Food Hygiene (Amendment)
Regs 1990. If you intend to provide corporate hospitality on your stand, there are
various legally obliging and stringent health and safety rules and regulations that need to
be adhered to when serving food and drink for public consumption. This includes
completing and returning a HACCP (Hazard Critical Control Points) Form to the
Organisers along with a detailed Risk Assessment. For these reasons, if you intend
serving perishable food we advise you use the official venue caterers only.
Furthermore, as the in-house venue caterers have sole right to supply all food and
drinks consumed on site, permission will need to be obtained from the Organisers
to bring in any outside catering and a corkage fee will apply.
Law requires the following facilities:





A wash hand basin, together with a supply of hot and cold water at a suitable
controlled temperature, a supply of soap, clean towels and a nail brush.
A sink together with a supply of hot water and cold water. Arrangements may be
made to use the facilities on site; by prior arrangement and only if these facilities
are accessible.
In food preparation areas the floor covering must be smooth, impervious and
easy to clean. In this instance carpet is not satisfactory.
Hot water for sinks and basins must be provided from an immersion heater or
instantaneous heater.
A first Aid Kit containing sufficient supply of suitable bandages, dressing,
including waterproof adhesive dressings, must be provided.
37






All persons engaged in the handling of open food must wear clean, washable
over clothing.
Open food displayed for human consumption must be adequately screened
against the risk of contamination by persons visiting the stand.
It is essential that all raw and cooked foods are separately handled, stored and
prepared, so as to avoid any risk of cross contamination.
Certain foods must be kept at a controlled temperature if the product contains
cooked products such as meat, fish, eggs, cheese or vegetables.
The Food Hygiene (amendment) Regulations 1990 require foods such as soft
cheese, sandwiches and cream cakes to be stored at temperatures not
exceeding 8°c, unless stated otherwise by the manufacturer. Other cooked
foods, like pies, pasties, and sausage rolls and smoked or cured fish, if being
served hot that day, must be kept at a temperature of not less than 63°c.
Sandwiches, which contain any of the relevant foods, must be kept at or below
8°c unless they are served within 4 hours or completion of preparation.
GANGWAYS
All gangways at the exhibition must remain unobstructed and accessible at all times.
Under no circumstances will any part of your stand, furniture or exhibits etc. be allowed
to project beyond the boundary of your stand, with the exception of the organiser’s shell
scheme name boards which may project into the gangways. Exhibitors should only work
within the confines of their stand. The exhibitor should not engage in any activity or
employ any person, liable to create unreasonable congestion in the aisles in the opinion
of the Organisers. No doors or windows shall open outwards directly onto a gangway.
Freedom of all main and cross gangways is essential for the build-up and breakdown of
the exhibition. These gangways should remain as free as possible from any sort of
equipment or materials during these periods. Additionally, emergency gangways will be
in operation during the build-up and breakdown, which must remain completely clear.
HAZARDOUS SUBSTANCES
The control of substances hazardous to Health regulations (COSHH) is intended to
address the problem of ill health caused by exposure to hazardous substances at work.
The definition of a substance that is hazardous to health is any substances that have by
law, to be labelled as ‘very toxic’, toxic, harmful, irritant or corrosive.
Substances for which a maximum exposure limit (MEL) or an occupational exposure
standard (OES) has been set and harmful micro-organisms, substantial quantities of
airborne dust or other substances which create comparable health hazards. If you, or
any of your contractors, intend to use any substance which is covered by the above
criteria we require that you carry out an assessment, in writing, under the regulations and
submit the assessment to the Organisers at least 30 days prior to the substance being
used on site.
HEALTH & SAFETY DECLARATION
The current Management of Health & Safety at Work Regulations (reg.9) requires cooperation and co-ordination with all parties whilst sharing a workplace. In order to assist
this process, please complete the form at the back of this manual.
The form will provide Swink Events with the contact details for the person responsible for
Health & Safety on your stand, as well as the details of your principal stand contractor
and help show that you have complied with the law with regard to appointing a
contractor. Please also indicate on the form if any aspects of your participation require
38
special monitoring or consideration in order for Swink Events to provide you with any
relevant information.
Exhibitors are advised that the Health & Safety at Work Act 1974 requires that any
equipment being operated or demonstrated shall be inherently safe or not create a
hazard to the demonstrator or audience.
HEAVY LIFTING
In the interest of health and safety, the officially appointed lifting contractor (WES
Logistics) is the only company permitted to operate mechanical and other cargo handling
equipment in the halls and outside the unloading areas. The self-drive use of lorry
mounted “HIAB” type cranes and lifting equipment will not be permitted within the halls.
LADDERS
Ladders must be used safely in the halls at all times and may need securing at the top to
avoid falls.
LIFTING/PACKING CASES
There are numerous guidelines involved with the movement of packing cases:

Forklift trucks must be used safely at all times and only by the approved lifting
contractor (WES Logistics).

Work areas should be maintained free from general waste and packaging
materials, which could hazard operatives.

Packing cases must not be allowed to obstruct gangways, passageways and fire
exits.

Nails etc must not be left protruding from any packing case or material.

All packing cases and material must be removed from the exhibition halls as soon
as possible.
MANUAL HANDLING GUIDELINES
During your participation at Convergence Summit North 2015, especially during the build
up of the event, you or a member of your staff may need to lift or move items. The
Manual Handling Operations Regulations 1992 (as amended) establish a clear hierarchy
of measures for dealing with risks from manual handling, as outlined below. Please read
carefully and circulate this information to your staff prior to the event.
1. Avoid hazardous manual handling operations so far as reasonably practicable;
2. Assess any hazardous manual handling operations that cannot be avoided; and
3. Reduce the risk of injury so far as reasonably practicable
39
Before you start









Think about the job
 Does it need carrying, or can a trolley or
other equipment be used instead
Think about what you are going to do before
you do it:
 Where is the load going?
 Does it need more than one person to lift it
safely?
 Is there enough room?
 How can you avoid having to twist when
lifting or putting the load down?
Think about you
 Are you dressed for the job? Tight clothing
can restrict movement. High heels are
never suitable.
 Do you have a health problem that might
make you vulnerable to injury
If you are not sure of how heavy a load is,
test it out before you try to lift it. Gently rock the
load to test the weight and its distribution
If you have not been trained, you should
not lift >15Kg without advice from your local
Manual Handling Assessor
Remove any obstructions/tripping hazards
from the route
Work out where and how to take a rest if
moving a heavy load over a long distance
Are there any sharp edges? If so, then you
may need to wear gloves to protect yourself
If load is too bulky, look at ways in which to
break it down

Lifting technique


Place you feet apart to make a stable base
for lifting
Placing one leg forward in front of the other
will help improve balance and control
If you have to reach out to the load, try sliding
it towards you before attempting to lift it
If lifting from a low height, bend your knees, NOT your
back

Stand correctly, keeping your back straight
and your chin tucked in

Keep your shoulders level and facing the
same direction as your hips

Lift smoothly, avoiding jerking movements

Lift your head first – your back then
straightens automatically

Grip the load with your palms, rather than just
your fingers – If you need to change your
grip, rest the load first.

Keep your arms close to your body to help
support the load
Do not allow the load to obstruct your view – seek
assistance if it is too large.
40
Moving the load

When carrying, keep the load as close to
the body as possible

Keep the heaviest side of the load closest
to your body

When pulling or pushing, use your body
weight to move the load – if possible, let
the momentum of the load do some of the
work e.g. when pushing trolleys

When pulling, keep your back straight and
your arms as close to your body centre line
as possible
 Avoid twisting your body when turning
RISK AREAS
Below are listed some areas that have been shown to cause hazards in the past. It is by
no means an exhaustive list, but it should assist in the preparation of your Risk
Assessment.
All the below points should be drawn to the attention of your staff and contractors.
Please give the following your due thought and consideration whilst onsite, and
incorporate them in your main Risk Assessment.

Understand the Fire and Emergency Procedures and notify your staff of the
location of the First Aid Centre.

Lifting operations must only be carried out by the appointed show contractor
(WES Logistics).

All portable tools are to be PAT tested prior to coming onsite. Only use
machinery, especially bench saws, with correct guards fitted. Portable power
tools and equipment must have the minimum length of trailing lead if fitted, which
must be protected from damage and not left so as to cause a floor hazard. Tape
down trailing cables.

Children under the age of 16 are not allowed onsite during build-up and
breakdown under any circumstances (please note that they are also not allowed
during the open hours as it is a business event).

Schedule a working rota to prevent tiredness and accidents.

Take note of the COSHH precautions required for certain solvents e.g.
adhesives, paints and cleaners.

During the construction of any stand structures, any work at height must be
carried out using the appropriate equipment, properly stabilised in accordance
with HSE guidelines – such as the use of stepladders.
41

Contractors must wear suitable protective clothing relevant to their job, which
includes head, eye, hearing, foot and hand protection.

The safe use or storage of flammable liquids and substances, and isolation from
waste and other risk areas is important. Chemicals and flammable liquids must
be safely removed after use by the user and not placed in general rubbish bins or
skips.

The work area must be maintained free from general waste materials, which
could pose a hazard to operatives. All waste should be disposed of in the proper
manner. Do not block any of the halls doors, emergency gangways or
emergency exits.

Any fire extinguisher placed on your stand by the Fire Officer shall be under the
full control of your stand safety representative(s), and must not be obstructed.

Be aware of vehicle movements within the halls during build-up and breakdown.
Forklift trucks and trolleys will be operating within the halls.

All materials used in construction of your stand must be flameproof to BS 478 as
relevant.
SMOKE MACHINES
Please be aware that the use of smoke machines is prohibited at the venue.
STAND CONSTRUCTION
Exhibitors are reminded that it is their responsibility to ensure that nominated contractors
abide by all the regulations as contained in this section together with all requirements
that are relevant to their operation.
STAND DRESSING
Artificial plants and flowers are often combustible and can give off poisonous fumes: they
must not be used as stand dressing. Silk flowers are acceptable, providing they have
been fireproofed to the appropriate standards and are marked as such. Cellulose paints
are flammable and must not be used in stand dressing. Textile fabrics used for any stand
dressing must be flameproof, or already treated with an approved chemical when
purchased, in accordance with BS 5438 (1976). Certain fabrics such as wool, twill or felt
need not be proofed.
STROBE LIGHTING & LASERS
The use of strobe type fittings for effect lighting and lasers is prohibited.
UNDERTAKING YOUR RISK ASSESSMENT
It is a legal requirement that every exhibitor undertakes their own suitable and sufficient
assessment of the significant risk to health and safety to their employees and persons
42
not in their employment arising out of or in connection with the conduct or undertakings
at Harrogate International Centre. The Risk Assessment shall cover as a minimum (but
not limited to) the build-up, the open period and break down of their event. Take into
account the work practices and exhibits – you need to include the open period of the
show, taking into account the activities you and your staff will be doing on the stand and
any potential risk to visitors e.g. using and displaying electronic equipment and ensuring
all trailing cabling is hidden or suitably strapped down so as not to pose a trip hazard. A
template Risk Assessment form has been included at the rear of the manual. See below
for guidelines in helping you carry out your assessment.
IMPORTANT - PLEASE NOTE: A risk assessment form completed with the blanket
wording 'no risks' throughout will NOT be accepted as an adequate and accurate
assessment of the potential hazards that may be involved in erecting your stand
and you will be required to re-submit your form. However simple your stand
erection is and the perceived risks insignificant, we require something in writing from you
that shows that you have given due thought to the construction process of your stand
and the activities carried out on your stand during the event and any possible risks
involved - be they very minimal or highly unlikely. For any possible future reference, this
is as much for your benefit as ours.
We ask for nothing complicated, just some common sense listing of obvious things such
as trip hazard from boxes, loose cabling, and secure panel erection etc.
If you have any queries as to what is required please contact Nika Czoch on
Tel: 0208 998 1053 or email nika@eventdoctors.net.
AS AN EXHIBITOR YOU HAVE A LEGAL REQUIREMENT TO ASSESS RISKS
APPERTAINING TO YOUR PARTICIPATION IN ANY EXHIBITION. THE RISK
ASSESSMENT FORM IS INTENDED AS GUIDANCE ONLY AND COMPLETION
DOES NOT ABSOLVE YOU FROM YOUR LEGAL RESPONSIBILITIES OR
TRANSFER THEM TO SWINK EVENTS.
Assessment and Control of Risk Areas
The vast majority of activities carried out are of low risk and a general common sense
approach to safety will be sufficient to control this risk. Please refer to the Risk
Assessment form in the forms section.
Risk Assessment Procedure
An assessment of risk is nothing more than a careful examination of all works associated
items, which could cause harm to people. The aim is to make sure that no one gets hurt
or becomes ill by taking all practicable, foreseeable precautions to prevent them.
‘Hazard’ means anything that can cause harm (e.g. chemicals, electricity).
‘Risk’ is the chance, great or small, that someone will be harmed by the hazard.
The important things to be decided are whether the hazard has the potential to cause
harm, and whether it is covered by satisfactory precautions so that the risk of causing
harm is adequately controlled.
43
This must be checked when assessing the risks. For instance, electricity can kill but the
risk of it doing so is remote, provided that ‘live’ components are insulated and metal
casings properly earthed.
Assessing Hazard
Don’t be overcomplicated. The hazards are comparatively few and straightforward.
Checking them is commonsense, but necessary. Some of them will have been assessed
already – for example, if toxic or dangerous chemicals are used, an Assessment should
already have been made of the risks to health and precautions to be taken under the
Control of Substances Hazardous to Health Regulations (COSHH). If so, consider them
‘checked’, and write that down when making a written assessment. For other hazards,
list machinery that could cause harm, or if there is an awkward entrance or stair where
someone could be hurt etc. If so, check that all reasonable precautions have been taken
to avoid injury.
Step 1 – Look for the Hazards
Walk around your stand and look afresh at what could reasonably be expected to cause
harm. Ask your staff what they think; they may have noticed things, which are not
immediately obvious. Manufacturers’ instructions or datasheets can also help identify
hazards and put risks in their true perspective.
Step 2 – Decide Who Might Be Harmed, and How
Think about people who may not be aware of what equipment or activities are taking
place on your stand, e.g., visitors (including children), cleaners, contractors, etc. is there
is a chance they could be harmed?
Step 3 – Evaluate the Risks Arising From the Hazards and Decide Whether
Existing Precautions Are Adequate or More Should Be Done
Even after all precautions have been taken, usually some risk remains. Decide whether
the remaining risk is high, medium or low.
First, ask have all the things that the law requires been done? For example, there are
legal requirements on prevention of access to dangerous parts of machinery.
Then ask whether generally accepted industry standards are in place? But don’t stop
there – because the law also says that all that is reasonably practicable to keep the
workplace safe must be done.
The real aim is to make the risks as small as possible by adding to existing precautions
as necessary. More information about legal requirements and standards can be found in
the relevant HSE publication entitled Management of Health and Safety at Work:
Approved Code of Practice and Essentials of Health and Safety.
If something needs to be done, is it possible to:Get rid of the hazard altogether?
Control the risks so that harm is unlikely?
If you find a significant risk a more detailed Risk Assessment must be completed.
44
Step 4 – Record Your Findings
The Risk Assessment must be duly completed and signed. Please turn to the forms
section to complete this task.
If you require any further assistance contact Nika Czoch on Tel: 020 8998 1053 or email
nika@eventdoctors.net.
45
SECTION D ~ Schedule of Forms
Please note that all deadlines should be strictly adhered to at all times in order to allow
contractors adequate time to process orders.
FORM
FAX NO. & CONTACT
DUE DATE
Audio Visual for Stands
+44 (0) 845 120 5552
DB Systems
+44 (0) 1423 537 261
10th Mar
Broadband
20th Feb
HIC
Electrical & Lighting Orders
Fascia Name Panel
Furniture Hire
Health & Safety Declaration
Hotel Booking
Insurance Form
Hiscox
Laser Lead Scanners
Lifting and Courier
Risk Assessment
Shell Scheme Extras
Stand Catering
+44 (0) 1423 537 261
HIC
+44 (0) 1423 537 261
HIC
www.inspire.hire.co.uk
Login – hire11
+44 (0) 20 8181 4910
Nika Czoch
Tel No: 01780 484 052
http://www.trinityconferences.co.uk/rateca
rd.aspx?event=MPL23
Purchase cover online at
https://www.hiscox.co.uk/events/?scheme
=3054
20th Feb
20th Feb
24th Feb
IMMEDIATE
IMMEDIATE
IMMEDIATE
Order online at http://milespub.circdata- 28th Feb
solutions.co.uk/Exhibitors/CSN15/LogIn.a
spx
24th Feb
+44 (0)1223 367 618
WES Logistics Ltd
+44 (0) 20 8181 4910
Nika Czoch
+44 (0) 1423 537 261
HIC
Kudos – HIC hospitality
Email: Kirsten.rolph@hicyorkshire.co.uk
IMMEDIATE
20th Feb
3rd March
PLEASE NOTE THAT HEALTH & SAFETY AND RISK ASSESSMENT FORMS ARE
COMPULSORY FOR ALL EXHIBITORS.
Also note that some contractors impose surcharges on late orders; therefore it is
in your interest to return orders before the deadlines listed.
46

Innovative Event Technology
Audiovisual & IT Rental Order Form
SAVE 20%
To qualify for the Early Bird rate simply place your
order before 3rd March 2015
Monitors
Click here to find out more!
All monitors are supplied with a wall fixing bracket and 2m cables
Early Bird
Rate
Standard
Rate
GBP (£)
GBP (£)
SPECIAL OFFER! - 46” LED Monitor includes Flat Base Stand.
Approx. saving of 15% if you order before 24th February 2015
203
22" LCD monitor - widescreen incl desk stand
36
40
27" LCD monitor - widescreen incl desk stand
81
90
32" LED monitor - 16:9 HD 1080p Super Slim Display
122
135
40" LED monitor - 16:9 True HD 1080p Super Slim Display
176
195
46" LED monitor - 16:9 True HD 1080p Super Slim Display
198
220
47” LED monitor - 16:9 True HD 1080p Super Slim Display
243
270
55" LED monitor - 16:9 True HD 1080p Super Slim Display
347
385
60" LED monitor - 16:9 True HD 1080p Super Slim Display
486
540
65” LED monitor - 16:9 Ultra HD 2160p Super Slim Display
540
600
65” 4K LED monitor - 16:9 Ultra HD
810
900
70" LED monitor - 16:9 True HD 1080p Super Slim Display
576
640
75” LED monitor - 16:9 True HD 1080p Super Slim Display
590
655
80” LED monitor - 16:9 True HD 1080p Super Slim Display
648
720
90” LED monitor - 16:9 True HD 1080p Super Slim Display
891
990
Video Walls
Click here to find out more!
LCD screen video wall (46’’ modules)
Contact Us, Click Here
LED screen video wall (wall mountable)
Click here to find out more!
All monitors are supplied with a wall fixing bracket and 2m cables
Touchscreens
iPad3
68
75
iPad Air
89
99
22” integrated touchscreen 16:9
135
150
32" integrated touchscreen 16:9
315
350
40" integrated touchscreen 16:9 True HD 1080p
378
420
46’’ integrated touchscreen 16:9 True HD 1080p
468
520
52" integrated touchscreen 16:9 True HD 1080p
531
590
55" integrated touchscreen 16:9 True HD 1080p
734
815
65" integrated touchscreen 16:9 True HD 1080p
900
1,000
80" integrated touchscreen 16:9 True HD 1080p
1,958
2,175
Flat base monitor stand (for use with 32" - 50" monitors)
41
45
Laptop or dvd shelf (attaches to flat base or k base stands only)
18
20
Parabella stand with glass shelf (for use with 32" - 63" monitors)
86
95
Monitor Accessories
iPad accessories (desk stand, wall mount, floor stand)
Contact Us, Click Here
Quantity
Total
Interactive kiosks
Click here to find out more!
Early
Bird Rate
Contact Us, Click Here
"the e-brochure distribution system" www.ecoxpress.eu
22’’ Smart window www.dbpixelhouse.co.uk/innovx
Desktop, laptop, Mac
Standard
Rate
Contact Us, Click Here
Click here to find out more!
i5 desktop PC, installed with Windows 7
45
50
i7 desktop PC, installed with Windows 7
90
100
i7 laptop, installed with Windows
131
145
Microsoft Office 2010
20
24
Apple Mac Mini, 2.53Ghz, 4G, 320, GeF9400
90
100
Apple iMac 21.5",Quad i5 2.7,4gb,1Tb,Radeon 512mb
189
210
Apple iMac 27" Core i5 2.7 Ghz, 4GB, 1TB
243
270
Standard QWERTY keyboard (other options available)
9
10
Notebook QWERTY keyboard (other options available)
14
15
Standard optical mouse
4
4
Hand held presentation mouse
15
17
Wireless keyboard & mice
23
25
Multimedia PC speakers
15
17
DVD player, auto loop, mult-region
18
20
BluRay player
45
50
Nintendo Wii
45
50
2000 ansi projector
180
200
5000 ansi projector
540
600
1,314
1,460
Desktop & laptop accessories
Playback & Games Consoles
LCD projectors & accessories
Click here to find out more!
7000 ansi 1080p projector
Wide angle & telephoto zoom lens
Contact Us, Click Here
6' x 6' tripod projection screen
41
45
6' x 4' projection screen
108
120
Projector stand
18
20
Trilite lectern
36
40
Colour laserJet printer (£0.15 / copy) 22ppm
176
195
Mono laserJet printer (£0.05 / copy) 20ppm
108
120
Desktop combi 12ppm mono, 4ppm colour (£0.15 / copy)
113
125
A4 recycled paper 80g 500 sheets
9
12
Flip chart & coloured pens
27
30
PA system (amp, EQ, 2 speaker cabs, mixer, stands / wall mounts)
198
220
Audio Record (Marantz)
51
57
UHF hand held radio mic + receiver
135
150
UHF head set / Lavelier radio mic, belt pack + receiver
135
150
Lectern mic + clamp
36
40
Office equipment
Audio & accessories
Click here to find out more!
Quantity
Total
Equipment
Subtotal
Cable Total
Equipment assurance, all risks except negligence
(not Tablets)
add 12% of
equipment
subtotal
Our full service covers pre show administration, delivery direct to
your booth, full installation, empty case storage, daily switch on & off,
dismantle and pack up. Technical assistance on site is available
08:00 - 18:00 daily
add 10% of
equipment
subtotal
Dedicated technician (excl hotel & per diems as required) £265.00 / day
This is only a sample of the equipment we stock.
For bespoke installations call +44(0) 845 226 3083
or email hiredesk@dbsystems.co.uk
All credit card transactions will be processed in GBP United Kingdom
Pounds at the published rate on the day of processing. Rental payment
is due in advance either by wire transfer or credit card.
How to order equipment
1.
2.
Services Available
We supply up to 5m cable as standard
- £1.00 per metre > 5m
Dedicated
Technician
SUB TOTAL
UK VAT 20%
(if applicable)
Complete this 4 page order form and email it to
hiredesk@dbsystems.co.uk
Order online at www.dbsystems.co.uk/book
password: csn2015
3.
Alternatively call +44 (0) 845 226 3083 or email your technical brief to us and we will produce a bespoke quote for you.
To help us produce an accurate quotation we may require a
stand plan or visual.
TOTAL
Can’t find what you are
looking for?
This is only a sample of the services
and equipment we can provide.
For bespoke requirements please call
+44 (0)845 226 3083 or email
hiredesk@dbsystems.co.uk.
Exhibition details
Exhibition:
Convergence Summit North, Harrogate International Centre
..................................................................................................................................
Stand / booth name: ..................................................................................................................................
Stand / booth number:
..................................................................................................................................
Stand managers name:
On site mobile number:
.................................................................................................................................
..................................................................................................................................
Company details
Company name:
..................................................................................................................................
Company telephone number:
..................................................................................................................................
Company billing address:
..................................................................................................................................
Post / Zip code:
..................................................................................................................................
VAT (sales tax) no:
..................................................................................................................................
Payment details
Cardholder’s name:
..................................................................................................................................
Your ref number (if applicable):
..................................................................................................................................
Your email address: ..................................................................................................................................
Total amount due: ..................................................................................................................................
Credit / Debit Card
Please debit my:
Visa
Mastercard
Diners
Amex*
*Amex additional fee of 3%
Card number:
Expiry Date:
Security code on card:
Sign .......................................................
Date.......................................................
DB Systems Ltd. Spectrum 800, Ashchurch Business Park, Alexandra Way, Tewkesbury,
Gloucestershire, GL20 8TD
Submit
Order Form
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
IT Services - Order Form 2015
Please contact us if you have not received confirmation of your order within 7 days.
A late booking charge of 20% of the total order will apply to orders placed within 14 days of the tenancy
date.
Event Name:
Start Day:
Today's Date:
Exhibitor Contact Details
Stand Name / No.:
Contact Name:
Company Name:
Company Address:
Company Tel.:
Company Fax:
Postcode:
Company Email:
INTERNET ACCESS
Wired Broadband Internet Connection for 1 PC
Wireless Broadband Access (for up to 2 PC's)
Standard
Prices
Late Booking
Prices (+20%)
£75.00
£250.00
£90.00
£300.00
QTY
TOTAL
£0.00
DAILY
£95.00
£0.00
EVENT
£250.00
£0.00
Additonal IP Address (to connect extra PC's/Laptops).
APPLIES ONLY TO WIRED CONNECTION
£50.00
£75.00
£90.00
£60.00
£0.00
Network Switch
£60.00
£72.00
£0.00
PC's & PERIPHERALS
QTY
TOTAL
Connection of hubs, switches, ISA servers, routers
or any other
devices that
are connected with the aim of £0.00
DAILY
£75.00
£90.00
PC
or
Laptop
Hire
sharing the internet link amongst multiple hosts EVENT
is not permitted
unless this
has been expressly agreed with the
£225.00
£270.00
£0.00
Harrogate International Centre, in writing, whenDAILY
placing order.
£35.00
£42.00
£0.00
Laser Printer
42" Plasma Screen (inc. floorstand)
DVD Player
EVENT
£105.00
£126.00
£0.00
EVENT
£350.00
£420.00
£0.00
DAILY
£30.00
£36.00
£0.00
EVENT
£90.00
£108.00
£0.00
TECHNICIAN SUPPORT
IT Technician / 4 hrs
£140.00
QTY
TOTAL
QTY
TOTAL
£168.00
TELEPHONY
£0.00
Telephone Line with Handset (inc £5 of calls)
£150.00
£180.00
£0.00
Telephone Line with Fax machine (inc £5 of calls)
£180.00
£216.00
£0.00
For any additional Information,advice or assistance please contact Exhibition
Services on 01423-537223 or email:
exhibitionservices@hicyorkshire.co.uk
connecthic@harrogate.gov.uk
Sub Total
£0.00
VAT @ 20.0%
£0.00
1.5% Surcharge for Credit Card
Total
£0.00
---------------------------------------------------------------------------------------------------------------------------------------------------------------PAYMENT
If you wish to pay by Credit / Debit Card, please tick the box and we will contact you for the card details.
Credit Card payments incur a 1.5% processing fee surcharge, which will be added to your payment
CREDIT CARD
DEBIT CARD
Name :
CHEQUE
Amount:
Contact number :
Please find enclosed a cheque totalling £
payable in Sterling drawn on a UK Bank made
payable to Harrogate Borough Council.
PLEASE ENCLOSE PAYMENT WITH ORDER & RETAIN A COPY OF THIS FORM FOR YOUR RECORDS.
Harrogate International Centre does not store any card payment details, therefore any card information will be destroyed
after processing the payment
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
ELECTRICAL ORDER FORM
COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE
NO LATER
20/02/15
COMPANY
&
CONTACT
STAND
EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED BY
STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO
Early booking
500W SOCKET OUTLET
£53.55
£64.26
1000W SOCKET OUTLET
£68.35
£82.02
2000W SOCKET OUTLET
£128.49
£154.20
3000W SOCKET OUTLET
£174.19
£209.04
500W SOCKET OUTLET (24hr FRIDGE)
£97.24
£116.69
6ft FLUORESCENT FITTING
£44.31
£53.17
8ft FLUORESCENT FITTING
£45.64
£54.77
GENERAL PURPOSE SPOTLIGHT 50W (PAR16)
£29.44
£35.33
GENERAL PURPOSE SPOTLIGHT 100W (PAR38)
£32.19
£38.63
CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 150W)
£57.55
£69.06
CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 500W)
£63.82
£76.59
£76.56
£91.88
£9.98/m
£11.97/m
SINGLE PHASE SUPPLY (MACHINERY ONLY)
£poa
£poa
THREE PHASE SUPPLY (MACHINERY ONLY)
£poa
£poa
CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 1000W)
CEILING BATTENS
VAT will be charged at the prevailing rate
SUB TOTAL
VAT
TOTAL
Before clients own equipment is connected into HIC electrical systems it must have a current up to date P.A.T. certificate.
This service can be provided by HIC @ £10 + VAT per item.
IF STANDS ARE WIRED BY CLIENTS OWN CONTRACTORS THE STAND ELECTRICAL SYSTEM MUST BE TESTED AS REQUIRED BY THE
REQUIREMENTS FOR ELECTRICAL INSTALLATIONS AND TEST RESULTS PROVIDED TO HIC TECHNICAL DEPARTMENT BEFORE CONNECTION
INTO HIC ELECTRICAL SYSTEM
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
ELECTRICAL FITTING ORDER FORM
Scale Used.
IF SPOTLIGHTS/FLUORESCENTS ARE LOCATED AWAY FROM THE SIDES OF STAND, LIGHTING BATTEN WILL BE REQUIRED.
* MAINTENANCE TO CLIENTS’ OWN FITTINGS IS NOT INCLUDED IN THESE PRICES
* ALL WIRING MUST CONFORM TO NAEH REGULATIONS
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN
20/02/15
EXHIBITION
COMPANY NAME
& ADDRESS
POSTCODE
TELEPHONE NUMBER
CONTACT NAME
FAX NUMBER
SIGNATURE
STAND NUMBER
DATE
Full payment is required by 06/03/2015
If you wish to pay by either Credit or Debit Card, please tick the following box and we will
contact you for the card details
Credit Card
Debit Card
To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be
added to your payment
Card holder contact number:.............................................................................................
Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank
made payable to Harrogate Borough Council.
VAT is applicable on all services provided by Harrogate International Centre
PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
FASCIA NAME BOARD ORDER FORM (Shell Stands Only)
PLEASE TICK AS APPROPIATE:
YES, we will be requiring a front fascia with company name and spotlights
NO, we will NOT be requiring a front fascia with company name and spotlights
IMPORTANT: All stands are required to have shell walls. The Organisers will do their best to accommodate
requests not to have a front fascia; however in certain stand locations this may not be possible on the grounds
of structural safety. The Organiser’s decision and discretion in this matter is final.
COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE
NO LATER
20/02/15
COMPANY
&
CONTACT
STAND
IMPORTANT
Please fill in below your company name as you wish it to appear on the fascia board attached to your stand. All
fascia name boards will be printed in UPPER case, please make clear any requirement for dots …. or dashes -----.
Call HIC Exhibition Services on 01423 537223 for more details
One fascia name board is provided to each open side of your stand (minimum length of
2m). Stands with an open side over 10m in length will have an additional nameboard
PLEASE RETAIN A COPY OF THIS FORM FOR YOUR RECORDS
We want to inspire you to exhibit in style!
Terms & Conditions
of Hire
We are constantly adding to our range of quality hire furniture
so if you don’t see what you want – please view our web site
or call us. www.inspirehire.co.uk login: hire11
Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ
Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ
Tables
1. Inspire Furniture Hire Limited (hereinafter called ‘the Company’) supply goods on hire only on the
following terms and conditions and will not accept or be bound by other conditions.
2. It is the hirer’s responsibility to keep the hired
furnishings in good repair and condition during
the hire period.
3. The hire period shall commence from the time of
delivery until the time of collection from the
stand regardless of the opening and closing
times of the stated exhibition.
4. Any losses or damage occurred during the hire
period will be charged accordingly, normally five
times the hire cost to enable any possible
insurance claim to be made.
5. It is the hirer’s responsibility to arrange the
necessary insurance for any losses or damage to
hired stock.
6. No liability shall be attached to Inspire Furniture
Hire in the unlikely event of failure to deliver or
collect due to circumstances beyond their
control.
7. All hirer’s must empty all belongings from the
hired item(s) prior to collection, as no
responsibility can be attached to ‘the Company’
for any losses or damage of the exhibitor
goods.
10. There may be a surcharge where delivery is
required to a venue where ‘the company’
would not normally attend. Any charge to be
at the company’s discretion at that time and to
be mutually agreed.
11. A 35% cancellation charge will be invoked
against any cancelled orders after delivery has
been made.
12. All sizes are in cm and are an approximation
only.
13. The Company reserve the right without
prior warning to make a reasonable substitute
of similar quality should any item not be
available. Reasonable contact will be
endeavoured to discuss an alternative.
14. All colours shown are a representation
only and may vary slightly, therefore the
company will not be held responsible for any
inaccuracies.
15. Full payment is required prior to delivery for all
non-account customers.
16. Overseas cheques will incur an additional
charge of £12.00 as part payment towards Bank charges incurred.
8. All prices quoted are subject to VAT at the
prevailing rate and are for the duration of the
exhibition/event providing the hire period does
not exceed 14 days.
Fax: 01675 482917
Product Description
Oblong table
Square table
Square table
Round table
Round table
Round table
Bistro table
Louve table
Louve table
Milan table
Trestle table
Trestle table
Square table
Round table
Boardroom table
Conference table
Poly table
Table drape (for TB12)
Table drape (for TB13)
Square table
Planked Trestle table
Colour
Black, White, Beech
Black, White, Beech
Beech
Black, White, Beech
Black, White, Beech
Black, White, Beech
Black, White, Beech
Black, White, Beech
Black, White, Beech
Black, White, Beech
Aluminium
Aluminium
Black
Beech
Dark Blue
Dark Blue
White
H
73
73
73
74
74
74
74
74
74
73
73
73
73
73
73
73
73
74
73
W
120
61
70
80 dia
90 dia
100 dia
60 dia
80 dia
90 dia
61
180
120
70
70 dia
200
110
180
75
180
D
61
61
70
61
76
76
70
80
160
76
75
61
SH Hire Cost (£)
36.00
30.00
32.00
40.00
43.00
46.00
38.50
40.00
43.00
38.50
24.00
21.00
38.00
36.00
170.00
82.50
26.00
17.00
19.00
40.00
24.00
Apollo chair
White, Black, Red
Side chair
Blue, Black
Side chair
White, Blue, Black, Red, Grey
Milano chair
White, Black, Beech
Fan Back chair
Blue, Black, Red
Cantilever chair with arms
Black
Fiesta chair
Red, Blue
Keeler chair
Tomato, Lime, White, Beech
Bistro chair
Aluminium
Lunar chair
Silver
Chrome back chair White, Black, Red, Royal Blue, Lime Green, Turquoise, Magenta Pink or Light Grey
Cantilever chair
Blue
Poly stacking chair
Dark Grey
Managers Chair
Black leatherette
Draughtsmans chair
Blue, Grey
Linking chair
Blue, Black
Executive leatherette chair
Black
Typist chair
Blue, Grey, Black
Firenza chair
83
81
75
78
80
75
84
74
80
85
53
40
53
56
60
52
46
55
43
41
46
39
53
56
55
52
42
55
45
41
47
45
47
47
47
48
48
46
46
46
30.00
18.50
23.50
29.50
29.50
26.50
29.50
25.00
24.00
24.00
25.00
92
74
80-122
83
90
79-82
49
60
50
53
57
47
49
60
50
46
57
42
47
46
63-89
47
46
40-57
25.00
6.50
52.50
36.00
19.00
42.00
30.00
29.50
140
76-98
83
90
88
98
90
90
53
50
36
46
37
45
46
46
52
47
36
48
37
46
38
38
79
52-74
83
87
60-80
80
76
76
30.00
32.00
29.50
32.00
30.00
32.00
32.00
32.00
84-106
60
48
52-74
33.00
30.00
32.00
33.00
30.00
30.00
35.00
Standard Chairs
SC01
SC02
SC03
SC04
SC05
SC06
SC07
SC08
SC09
SC10
SC11
SC12
SC13
SC15
SC16
SC17
SC18
SC19
SC20
Bar Stools
BS01
BS02
BS03
BS04
BS05
BS06
BS07
BS08
BS09
BS10
BS11
BS12
BS13
BS14
BS15
9. Where ‘the company’ is the appointed contractor,
there will be no delivery charge, unless the venue
is overseas or outside our normal delivery
area when there may be a surcharge
subject to the company’s discretion at that
time.
Tel: 01455 234919
Code
TB01
TB02
TB03
TB04
TB05
TB06
TB07
TB08
TB09
TB10
TB12
TB13
TB14
TB15
TB16
TB17
TB18
TB19
TB20
TB21
TB22
Email: sales@inspirehire.co.uk
Bar stool
Aluminium
Oxford Bar stool
Black
Bar seat
White, Lime, Black, Red, Blue
Esta Bar stool
Beech
Chicago Bar stool
Black, White
Leatherette Bar stool
Black,White
Bar Stool
Beech
Sophie Bar stool
Black, Blue, Red, Turquoise, Grey, White, Lime, Pink
Wave Bar stool
Black, Red, White
Jay Bar seat
Black,White,Blue,Red
Bar stool
Blue seat
Zenith Bar stool
White, Black
Chrome surround bar stool
Black
Button bar stool
White
Liquorice bar stool
White/Black seat, Black/White seat
Tel: 01455 234919
Fax: 01675 482917
Email: sales@inspirehire.co.uk
Bar Tables
Code
BT01
BT02
BT03
BT04
BT05
Product Description
Colour
Square Bar Table
Black, White, Beech
Round Bar Table Black, White, Beech, Aluminium
Bar 1.8 metre length Chrome surround bar table Bar table
Glass
H
115
115
W
61
61 dia
D
61
SH Hire Cost (£)
55.00
55.00
95.00
55.00
68.00
74
109
143
100
450
100
450
100
180
180
80
80
46
100
550
60
550
50
30
30
47
47
62
50
100
60
100
100
45
45
55.00
60.00
60.00
65.00
55.00
76.00
70.00
60.00
70.00
70.00
33
33
33
43
61
61 dia
61
90
61
61
43
29.00
29.00
31.00
55.00
100
100
198
198
198
100
80
60
100
98
50
50
98
50
50-61
50-61
50
50
50
50
50
61 dia
61 dia
61 dia
142.50
145.00
154.00
158.00
170.00
55.00
50.00
45.00
Order Form
Cabinets
CB01
CB02
CB03
CB04
CB05
CB06
CB08
CB09
CB11
CB12
Low cabinet
Medium cabinet
4 drawer filing cabinet
High Cabinet
Square cabinet
Computer cabinet
Computer workstation
Registration counter
2 door locker
4 door locker
Beech/Grey sides
Beech/Grey sides
Grey
Black, Grey, Beech
Black,Beech
Grey
Black,Beech
Black, White, Beech tops
Inspire Furniture Hire, PO Box 14298, Birmingham B46 9AZ
Company Name:
Invoice Address:
Coffee tables
CT01
CT02
CT03
CT04
Square coffee table
Round Coffee table
Upholstered coffee table
Glass coffee table
Black, Beech, White
Black, Beech, White
Blue, Red, Dark Grey
Display cases (all lockable and with lights)
DC01
DC02
DC03
DC04
DC05
DC07
DC08
DC09
Jewel Display Case
Counter Display case
Slim Tallboy case
Slim Tallboy case with cupboard
Wide Tallboy case
High Display Plinth
Blue, Black, Red, Grey Medium Display Plinth
Blue, Black, Red, Grey Low Display Plinth
Blue, Black, Red, Grey Tel no:
Fax no:
Email: Purchase order no: Contact name:
Exhibition Name: Venue: Qty
Office
DK01
DK03
Desk with pedestal
Mobile pedestal
Beech
Beech
72
60
120
44
72
60
Verona Leatherette 2 seat settee
Black Cushions
Red, Dark Blue
Verona Leatherette chair
Black
Hug Lounger
Black, Blue, Grey, Dark Red
Unit Lounger
Blue, Dark Grey, Red Square seat White, Black Pedro leatherette settee Pedro leatherette chair
Padded bench seat
Black, White
Smartie bench seat
74
74
84
68
50
48
144
76
70
56
42
142
67
67
61
64
42
46
44
44
43
33
50
Hall no (if app): Code
Description
Stand no: Colour
Price ea
Total
68.00
39.50
Loungers
LC01
LC02
LC03
LC05
LC06
LC07
LC08
LC09
LC10
LC11
270.00
5.25
135.00
40.00
38.00
32.00
150.00
75.00
85.00
98.00
Miscellaneous
MC01
MC05
MC06
MC07
MC08
MC10
MC11
MC12
MC13
MC14
MC15
MC16
MC17
MC18
MC19
MC20
MC21
MC22
MC23
MC24
MC25
MC26
MC27
MC29
MC30
MC31
MC32
MC33
Standard Refrigerator
Wastebin
Gown rail
Coat hanger (pack of 15)
Cheval mirror
Landscape Sign Holder - Display size 395 x 275 Portrait Sign Holder - Display size 275 x 395
1m Chrome post
1.4 m length Rope
Red, Blue
Table Fan
Kettle
Coffee Maker
Hat & Coat stand
Chrome shelving - 4 shelves
Chrome shelving - 5 shelves
Flip top bin
Double A4 Zig Zag rack
Grey, Black
A4 Zig Zag rack
Grey, Black
A4 Perspex holder (sale only)
Carrier bag holder
Velcro Hoop 3metre pack
Velcro Loop 3 metre pack
Sloping Shelf Rack
Aluminium
Revolving literature rack
Black
Lipstick mirror
Divider screen
Tensator barriers
Garden bench
150
110
110
180
180
160
160
100
180
1400
74
150
91
91
56
28
90 800
127
SH - Seat Height
Tel: 01455 234919
Fax: 01675 482917
35
35
28
28
35 34
42
68.00
6.00
26.50
9.00
36.00
31.00
31.00
15.00
14.00
25.00
18.50
26.00
20.00
67.50
72.50
20.00
65.00
50.00
8.00
34.00
8.00
8.00
92.50
45.00
32.00
40.00
30.00
30.00
All dimensions in cm
Email: sales@inspirehire.co.uk
Sub total
1. Please note terms and conditions of hire overleaf.
2. Please note payment is required prior to
delivery by one of the following methods.
VAT
Total
Payment Details
Cheque
To be made out to Inspire Furniture Hire Limited
(Cheques to be drawn on UK Bank in sterling)
By Bank Transfer To:
Credit/Debit card
Mastercard/Visa
Card Number in boxes below:
Lloyds TSB Bank Plc
PO Box 1000, BX1 1LT
Account Name: Inspire Furniture Hire Ltd
Account No: 23702668
Sort Code: 30-84-33
IBAN No: GB26LOYD30843323702668
IBAN BIC: LOYDGB21752
Expiry date: /
Security Code: Cardholder Name:
Vat number GB 916 6642 09
Reminder: Has the VAT been included in your payment? VAT Invoice/Receipt will be supplied upon receipt of
order. Terms and Conditions of hire - please see overleaf.
Tel: 01455 234919
Fax: 01675 482917
Email: sales@inspirehire.co.uk
Exhibitor Health & Safety Declaration
Convergence Summit South 2015
1. THE HEALTH & SAFETY AT WORK ACT, ETC., 1974 (HASAWA74)
It is a condition of entry into the exhibition that every Exhibitor, Contractor, sub-Contractor, supplier
and their agents comply with the HASAWA74 and all other legislation covering the Venue. The
Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others’
Health & Safety is not put at risk by their actions (or inactions) throughout tenancy.
Our Health & Safety representative on the stand is:
Position:
Mobile No:
Exhibitor Company Name:
Stand Nº:
Address:
Postcode:
Tel:
Fax:
Authorised:
Date:
Print:
Position:
TO BE SIGNED BY A SENIOR PERSON WITHIN THE EXHIBITING COMPANY
Please tick the below where appropriate:
We have trained and made our stand staff aware of the potential risks present on site and have
completed a suitable Risk Assessment covering our exhibits, demonstrations and work practices on
site:
I have ensured that our principal stand Contractor(s) has a suitable and sufficient Method Statement
and Risk Assessment prepared for the show - and he has satisfied me of his competence to
undertake the tasks required of him:
I will make available at Convergence Summit North a copy of our own company’s Health & Safety
Policy and Risk Assessment. Our stand staff will be sufficiently instructed and trained in relevant
matters in order to carry out their tasks competently:
We also understand that we must remove all large items of rubbish and any stand fitting from the
halls during the build up and pull out.
Please read the Health & Safety section in the Exhibitor Manual THOROUGHLY
PLEASE REMEMBER TO TAKE A COPY OF THIS FORM FOR YOUR FILES!
Please return form IMMEDIATELY to: Nika Czoch, Swink Events LLP, 32 Kings Road,
Chalfont Saint Giles, Buckinghamshire, HP8 4HS
Tel: 0208 998 1053
Fax: 0208 181 4910
Email: nika@eventdoctors.net
Convergence Summit North,
Harrogate International Centre,
Kings Road, Harrogate, HG1 5LA
17th and 18th March
2015
To assist you with your travel arrangements, Miles Publishing have
arranged a free accommodation booking service with Trinity Event
Solutions Ltd. We have secured allocations of rooms at hotels close
to the venue. We recommend that bookings are made as early as
possible to avoid disappointment. Special discounted rates have been
negotiated for this event.
To book, simply choose your preferred hotel and you can book
online via the secure on-line booking form. All bookings are subject
to availability and will be confirmed to you in writing.
Please visit our website:
http://www.trinityconferences.co.uk/ratecard.aspx?event=MPL23
Alternatively call on 01780 484052 and ask to speak to Nicola or
Lesley or e-mail bookings@trinityconferences.co.uk
We have handpicked hotels that are closest to the event venue,
however if you have a preferred hotel, please let us know and we
will negotiate the best rate for your stay.
S = SINGLE OCCUPANCY
D = DOUBLE OCCUPANCY
All rates are inclusive of VAT and breakfast
Hotel Name
The Majestic Hotel
Harrogate, Ripon
Road, Harrogate,
HG12HU
Holiday Inn
Harrogate – Kings
Road, Harrogate,
HG1 1XX
The Old Swan,
Aswan Road,
Harrogate, HG1 2HU
Star
Rating
Proximity to
Harrogate
International
Centre
4
2 min walk
4
1 min walk
£138.00 S/D
£129.00 S
£129.00 D
4
4 min walk
£ 90.00 S/D
£ 90.00 S
£100.00 D
Standard
Rate
Discounted
Rate
£120.00 S/D
£105.00 S
£115.00 D
PUBLIC LIABILITY INSURANCE
GUIDANCE FOR EXHIBITORS
Please note that our terms and conditions require exhibitors to hold a minimum £2m limit of Public
Liability insurance. This protects you against legal claims for accidental injury to third parties
and/or for damage to third party property. This is not the same as Employers’ Liability insurance.
You may already have Public Liability insurance, however not all business policies cover events
taking place outside your business premises. If in doubt you should consult your insurance
provider.
Hiscox can provide Public Liability, Employers’ Liability, Cancellation and Abandonment and
Property covers for both exhibitors and event organisers.
To get a quote and buy online visit http://www.hiscox.co.uk/events/3054 and select buy
online.
Important Note - Hiscox can insure exhibitors located within European Union countries, Norway
and Switzerland. Exhibitors from other countries must arrange insurance locally.
We are not permitted to advise you on any insurance matter. You are under no obligation to purchase insurance from Hiscox and may
choose to seek a quotation from other providers.
Hiscox Underwriting Limited, a company authorised and regulated by the Financial Conduct Authority, have been providing specialist
event insurance for the conference, exhibition, events and hospitality market for over 30 years. The products offered by Hiscox are
underwritten by Syndicate 3624 at Lloyd's of London which is managed by Hiscox Syndicates.
Record the contact details
for all visitors to your stand
Rent a small, lightweight laser scanner
from the registration desk.
Spend more time speaking with your
visitors and let the scanner do the hard
work for you.
Your data is instantly ready for
marketing campaigns.
How they work
Every visitor is allocated a badge with a
unique barcode before entry to the
exhibition.
Simply scan each visitor that shows an
interest in your products or services.
This scanned data will then be emailed
to you after the event as an Excel file. It
will contain contact details such as
address, telephone, fax and email data
where available.
If you require additional scanners, please specify on the reverse of this form
and they will also be delivered to your stand.
With multiple barcode scanners, you can spend more time speaking with your
visitors and let the scanners do the hard work for you.
See the registration desk for further details
Circdata Ltd, The Coach House, Turners Drive, Thatcham, Berkshire, RG19 4QB
Telephone: 01635 869868 Fax: 01635 868594
Email: exhibitors@circdata.com Web: www.circdata.com
Barcode Scanner - Order Form
Please complete in BLOCK CAPITALS and return to the registration desk
Exhibition Name.
Exhibition Dates.
Exhibitor Company Name.
Name of person to receive scanned data
Email of person to receive scanned data
Address for invoice
City/Town
State/County
Country
Tel No
E-mail address.
Hall No.
Ordered by (Please print name) .
Job Title.
Zip code/Postcode.
Fax No. .
Stand No.
Select your method of payment
 By cheque made payable to CIRCDATA
 By Visa / MasterCard / Amex (Circle as appropriate)
Company VAT Number
Card Number
Start Date
Issue No
Holders name
Signature
Address
City/Town
State/County
Country
Expiry Date
Security No
Zip code/Postcode.
Please fill in your requirements
Price
per
unit
VAT
at
20%
Total
price
Units
Total to
pay
Service and Set-up - includes file output to
disc or by email post show. First Scanner
£199
£39.80
£238.80
1
£238.80
Rental fee per additional Scanner
£109
£21.80
£130.80
General information and terms
Payment for additional scanners must accompany your order. Purchase orders are not accepted. Overseas exhibitors
must pay in pounds sterling drawn on a UK bank or Credit Card. Scanners must be picked up and returned at the show.
All scanners not returned within one hour of the show closing (last day) will be considered not returned. No refund on
advance orders will be given. Please make sure that you return your scanners to the registration desk each day to ensure
that your data is backed up. A charge of £300 will be made for any scanner not returned or returned damaged.
CIRCDATA can only supply as much information as provided by the visitor on their registration card. We cannot guarantee
that visitors will supply full data. CIRCDATA cannot be held responsible for data loss in the unlikely event of hardware
failure, corruption or viral infection.
Grand
total
Circdata Ltd, The Coach House, Turners Drive, Thatcham, Berkshire, RG19 4QB
Telephone: 01635 869868 Fax: 01635 868594
Email: exhibitors@circdata.com Web: www.circdata.com
INSERT LOGO HERE
30 PANTON STREET
CAMBRIDGE
CB2 1HP
UNITED KINGDOM
TEL: +44 (0) 208 508 2224
EMAIL: mailuk@wes-group.com
WEB: www.wes-group.com
Order Form
Exhibiting Company Name:
Hall Number:
Stand Number:
Invoicing Company:
Invoicing Address:
Town / City:
County / Post Code:
Country
Email:
QUANTITY
Telephone:
VAT Number:
DESCRIPTION
L x W x H (CMS)
WEIGHT (KGS)
Number of vehicles expected:
TRANSPORT REQUEST – Please indicate below
Collection Address:
Delivery Date To Stand:
Return Delivery Required – Please indicate below
YES
NO
CUSTOMS CLEARANCE - Please tick box if required
Temporary Import
Permanent Import
METHOD OF TRANSPORT - Please tick box as appropriate
Airfreight
Sea Freight
Road
DELIVERY DATE - Please indicate date below
Advanced Warehouse:
Courier
To Stand:
ONSITE SERVICES – Please indicate below
Forklift to Unload / Reload Vehicle
Labour No. of Men:
No. of Hours:
Pallet Truck Hire
INBOUND
Date:
Date:
Date:
STORAGE – Please indicate amount in CBM below
Empty Case Storage:
Time:
Time:
Time:
OUTBOUND
Date:
Date:
Date:
Time:
Time:
Time:
Full Goods Storage:
YOU WILL BE ISSUED WITH A BOOKING REFERENCE AND ONSITE INSTRUCTIONS ONCE A COMPLETED ORDER FORM HAS BEEN SUBMITTED TO
MAILUK@WES-GROUP.COM. IF YOU REQUIRE INSURANCE PLEASE CONTACT US VIA EMAIL.
□
MAESTRO
Card Number: ________________/__________________/__________________/_________________
□
□
AMEX
MASTERCARD
Expiry Date: ________/________
□
VISA
□
VISA DEBIT
Cardholders Name: __________________________________________________________________
Three digit security code: _______________
Cardholder’s Signature:___________________________ Print Name: ________________________________ Date: ____/____/____
Payments will be taken in Pounds Sterling (GBP) at the UK rate of exchange applicable on date of processing. Credit Card payments are subject to a 5% service
charge. All business is undertaken in accordance with our Conditions of Trade, copies of which are available upon request.
GUIDANCE NOTES
How to complete your Risk Assessment Form
All Risk Assessments should be a careful and studied examination of your activities ensuring that your build-up, the open period and breakdown are achieved safely and
nothing occurs, which could cause harm to any person.
The following guidelines will assist you to make a basic Risk Assessment of your activities. If you are building a large or complicated stand, or are involved in unusual
activities during the exhibition, you may need to seek the assistance of a qualified Health and Safety Adjudicator.
Note 1
A hazard is anything that has the potential to cause harm, i.e., a workman falling from a ladder, dropping tools, moving large and heavy loads, etc.
Note 2
In this section you must include everyone who could be injured as a result of such activities, i.e., the workman, other people working on the stand, other exhibitors, porters
moving furniture, visitors, etc.
Note 3
Your own assessment of the risks. A risk is the likelihood of harm arising from a hazard. Use the columns to judge the risk and tick the appropriate boxes. If both
ticks are in the top boxes then you should not pursue the activity (it is too dangerous) and should seek an alternative way of completing the task. If both ticks are in the
centre boxes you will need to implement some form of control.
Note 4
You must record the steps you have taken to ensure nothing dangerous occurs. Your entry may read something like ‘Use of trained and qualified staff only, rope and post
area to restrict area, ensure staff trained in manual handling, etc.,’ (these examples are guidelines only).
Note 5
You carry some legal responsibility for any person working for you and acts or omissions. You must ensure that any contractors you use are competent and will
work in a safe manner. This you may do through requesting copies of their Health & Safety policy. If they cannot supply such documentation you would be wise not to use
them.
NB: As an exhibitor you have a legal requirement to assess risks appertaining to your participation in any exhibition. These forms are intended
as guidance only and completion does not absolve you from your legal responsibilities or transfer them to Swink Events LLP.
IMPORTANT: BLANKET ‘NO RISKS’ OR ‘N/A’ STATEMENTS ON YOUR FORM WILL NOT BE ACCEPTED AND YOU WILL BE
REQUIRED TO RESUBMITT YOUR FORM.
1
RISK ASSESSMENT FORM
CONVERGENCE SUMMIT NORTH 2015
RETURN IMMEDIATELY – A blank form or ‘risks n/a’ will not be accepted
To help you assess potential hazards at the event, please tick if you are planning any of the listed activities below on your stand. If you tick YES, for activity
listed, work along the page, detailing who is at risk from the activity, your assessment of the risk and how the risk will be controlled. To help you, some
controls measures have been suggested; however these are by no means comprehensive and are guidelines only. You must list your own comprehensive set
of controls for your particular set up. If you are using one of the example control measures given, please clearly indicate so. Please refer to the notes page
overleaf for additional guidance. The list of activities is not exhaustive and some blank rows have been added for your use if required. If required, please
duplicate the form.
TICK IF RELEVANT TO
YOUR STAND
ELECTRICAL ITEMS:
For example:. PCs, laptops,
monitors etc.
YES
LIST HAZARD
(Note 1)
List hazard for activity:
For example: electrocution from faulty equipment,
fire risk from overloaded power supply etc.
NO
WHO AT RISK?
(Note 2)
Tick as appropriate:
Contractors
Stand staff
Venue staff
Visitors
Other:________
ASSESSEMENT OF RISK / PROBABLITY?
(Note 3)
Tick as appropriate:
HIGH: Probable to
cause major injury
POSSIBLE:
HOW IS THE RISK CONTROLLED?
(Note 4)
List your controls to minimise risk:
For example: adequate power supply ordered, no daisy
chaining, PAT tested equipment etc.
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
CABLING TO ELECTRICAL
ITEMS:
YES
NO
For example: trip from trailing cabling
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
LOW: Unlikely to
cause anything
2
REMOTE:
For example: taping down all cabling, use of hazard tape
etc.
BOXES OF LITERATURE:
For example magazines, hand out
leaflets, sales forms etc.
YES
For example: pile of empty boxes creating
trip risk
NO
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
For example: safe storage and removal of empties
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
POSTERS/GRAPHICS DISPLAY:
YES
For example: graphics falling, use of ladders
NO
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
POP UP/SELF SUPPORTING
DISPLAY:
YES
For example:
procedure
display
stability,
fitting
NO
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
USE OF OWN LIGHTS:
YES
NO
For example: faulty equipment causing fire
risk
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
LOW: Unlikely to
cause anything
3
REMOTE:
For example: PAT testing, compliant with electrics rules and
regulations in exhibitor manual
MANUAL HANDLING HEAVY
LOADS:
YES
Contractors
Stand staff
Venue staff
Visitors
Other:________
NO
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
INTERACTIVE VISITOR
GAME/ACTIVITY:
YES
Contractors
Stand staff
Venue staff
NO
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
Visitors
Other:________
For example: Organiser has been informed, completed a
separate risk assessment for activity, supervised by trained
staff
REMOTE:
LOW: Unlikely to
cause anything
STAND CATERING:
YES
For example: food hygiene, food poisoning,
alcohol consumption
NO
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
For example: use of venue catering only, monitor alcohol
consumption
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
USE OF INDEPENDANT
CONTRACTORS FOR STAND SET
UP:
YES
NO
For example: unsafe work practices, use of
ladders
Contractors
Stand staff
Venue staff
Visitors
Other:________
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
LOW: Unlikely to
cause anything
4
REMOTE:
For example: use of approved and certified contractors, ask
contractors to complete risk assessment for work carried out
(Note 5)
Contractors
Stand staff
Venue staff
Visitors
Other:______
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
Contractors
Stand staff
Venue staff
Visitors
Other:______
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
Contractors
Stand staff
Venue staff
Visitors
Other:______
HIGH: Probable to
cause major injury
POSSIBLE:
UNLIKEY:
MEDIUM: Possible to
cause minor First Aid
treatment
REMOTE:
LOW: Unlikely to
cause anything
Please return form to: Nika Czoch, Swink Events LLP, 32 Kings Road, Chalfont St Giles, Bucks, HP8 4HS
Tel: 0208 998 1053
Fax: 0208 181 4910
Email: nika@eventdoctors.net
5
OPTIONAL EXTRAS
Extra display fittings and wall panels for subdivision of your stand space are available to order. Please note that the
only fixing method which may be used directly on wall panels is Velcro dots and strips; no pins, staples, screws or
other intrusive fixings are allowed. If a wall panel is damaged in any way, then an extra charge for replacement will be
made.
If you need to fix heavy objects to walls, you can do so by using a Pendant Panel fitted with a plywood infill which will
accept most kinds of fixing.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Pin board display panel
Pendant mirror
Sloping shelf
Straight shelf
Garment rail
Waterfall garment rail
Garment hook set
Power track
Lighting track on cantilever brackets
Spotlights
Literature rack
Worktop plinth
Internal partition panels
Lockable door
Dwarf panels
Muslin ceiling
Extra wall panelling
Standard finish: fabric covered panels or white melamine panels (dependant on organisers’ request) for subdividing stand space, similar to
those in main structures. Standard finish. Alternative finishes are available by arrangement. Note: NO FIXINGS ALLOWED to these panels:
pendant display panels (see below) are available for this purpose.
WP10-25
WP05-25
WP10-10
Wall panel 1m wide x 2.5m high
Wall panel 0.5m wide x 2.5m high
Dwarf panel 1m wide x 1m high
WP07-25
WP02-25
Wall panel 0.75m wide x 2.5m high
Wall panel 0.25m wide x 2.5m high
Shelves & literature rack (Ref 3, 4 & 11 on illustration)
White laminate-faced shelves fixed to walls with cantilever brackets. Can be fitted sloping at 25deg with a raised aluminium lip at the front
edge; or flat with a flush front edge. The literature rack is in aluminium and acrylic. All are adjustable for height. Max. Recommended load 30 Kg.
SF10-03
SS10-03
LIT01
Shelf - Flat 1m wide 0.3m deep
Shelf - Sloping 1m wide 0.3m deep
Literature rack 1m wide, 0.2m deep with 4no A4 sections
Worktop plinth (Ref 12 on illustration)
A 500mm deep white laminate-faced worktop/shelf on an aluminium plinth frame fixed to the wall. Will support substantial weights, and
should be used in reference to cantilever shelves for heavy items. Special depths/heights by arrangement.
WP10-05-05
Worktop 1m wide, 0.5m deep, 1m high with shelf below
Pendant display panel and Mirror (Ref 1 & 2 on illustration)
A framed pendant wall panel for graphics or 3-D object display. Three infill options: fabric-faced pin board for graphics and lightweight
objects; fabric-faced plywood for heavier objects; and a mirror. Two fabric options: Blue or Red - please indicate on the stand fitting accessories
order form. Special frame sizes and/or custom infill’s can be supplied by arrangement.
PP09-09
PW09-09
PM09-09
Pin board 0.9m wide, 0.9m high
Plywood 0.9m wide, 0.9m high
Mirror 0.9m wide, 0.9m high
PP09-12
PW09-12
PM04-12
Pin board 0.9m wide, 1.2m high
Plywood 0.9m wide, 1.2m high
Mirror 0.4m wide, 1.2m high
Garment hanging (Ref 5, 6 & 7 on illustration)
Rails, brackets and hooks for fixing to the walls. The rails project 320mm from the wall panels and can span 1 or 2 bays. The waterfall bracket
fixes to any post, including the 45deg channels. The garment hook set is based on a horizontal rail which spans one bay. Default height from
ground 1.500m, but can be different height by arrangement. Special rail lengths are also available if required.
GR10
NB420
1m garment rail
Waterfall garment rail 420mm
GR10
Garment hook set – 4 hooks, 1m wide
Doors & curtains for internal enclosures
Where extra panels are being ordered to enclose a space within the stand, access may be provided by substituting a lockable door or a curtain
for one of the 1m panels. The door is timber-veneer-faced and fitted with a lockable handle set. The standard curtain is in white, but
custom fabrics can be supplied by arrangement.
EXDOOR
Lockable door module for 1m wide bay
CUR01
Curtain set for 1m wide bay
Night Sheets (Available on Request)
Night sheets are supplied complete with padlocks, securing the open sides of the stands.
Extra Lighting
Extra lighting can be added by ordering 50W or 100W adjustable spotlights fixed to power tracks. Up to 3 lamps can be used per 1200mm
track, and the tracks can be fixed either behind fascia panels, on front-to-back ceiling beams; or on cantilever brackets which hold the lamps
450mm out from wall panels. Order lamps and tracks separately to achieve the lighting you need, contact the HIC Exhibition Service Office
for further details.
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
STAND ORDER FORM
COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE
20/02/15
NO LATER
COMPANY
&
CONTACT
STAND
EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED
STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO
WALL PANEL 1m wide x 2.5m high
Early
booking
£67.20
£80.64
WALL PANEL 0.75m wide x 2.5m high
£50.40
£60.48
WP05-25
WALL PANEL 0.5m wide x 2.5m high
£35.28
£42.34
WP02-25
WALL PANEL 0.25m wide x 2.5m high
£30.43
£36.51
WP10-10
DWARF WALL PANEL 1m wide x 1m high
REF
DESCRIPTION
WP10-25
WP07-25
QTY
AMOUNT
£48.85
£58.62
WP10-05-05 WORKTOP 1m wide, 0.5m deep, 1m high with shelf below
£86.55
£103.86
EXDOOR
LOCKABLE DOOR
£106.28
£127.54
CUR01
CURTAIN SET FOR 1m wide bay
£60.79
£72.95
2
£12.29/m
2
HICWM
WHITE MUSLIN CEILING
£10.24/m
HICNS
NIGHT SHEET (Including Padlocks)
£24.25/m
£29.11/m
SF10-03
SHELF FLAT 1m wide, 0.3m deep fixed at…………high from floor
£37.98
£45.57
SS10-03
SHELF SLOPING 1m wide, 0.3m deep fixed at............ high from floor
£37.98
£45.57
LIT-01
LITERATURE RACK 1m wide, 0.2m deep with 4 x A4 sections
£56.39
£67.66
PM09-09
MIRROR
£54.41
£65.29
GR10
1m GARMENT RAIL fixed at..................high from floor
£38.20
£45.84
NB420
WATERFALL GARMENT RAIL 420mm
£37.99
£45.57
£25.80
£30.96
£191.71
£230.10
GH10
GARMENT HOOK SET, 4 hooks, 1m wide
1mx1m Lockable Cubicle including 1 panel, 1 lockable door, 1 literature
Special Offer
rack (attached to shell scheme) & 1 garment hook set – saving 25%
SUB TOTAL
VAT
TOTAL
VAT will be charged at the prevailing rate
ALL ITEMS ARE ON HIRE UNLESS STATED
PLEASE INDICATE POSITION OF ITEMS ON GRAPH
A
OF
RECORDS
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
STAND FITTING ORDER FORM
Please use graph to indicate position and heights of optional extras
Scale Used.
ALL ITEMS ARE ON HIRE UNLESS STATED
PLEASE INDICATE POSITION OF ITEMS ON GRAPH
PLEASE RETURN TO:
EXHBITION SERVICES
Harrogate International Centre
Kings Road, Harrogate
North Yorkshire HG1 5LA England
Tel: +44 (0)1423 537223
Email: exhibitionservices@hicyorkshire.co.uk
COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN
20/02/15
EXHIBITION
COMPANY NAME
& ADDRESS
POSTCODE
TELEPHONE NUMBER
CONTACT NAME
FAX NUMBER
SIGNATURE
STAND NUMBER
DATE
Full payment is required by 06/03/2015
If you wish to pay by either Credit or Debit Card, please tick the following box and we will
contact you for the card details
Credit Card
Debit Card
To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be
added to your payment
Card holder contact number:.............................................................................................
Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank
made payable to Harrogate Borough Council.
VAT is applicable on all services provided by Harrogate International Centre
PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS
Price Date From: March 2014
T: +44 (0)1423 537334 | E: Kirsten.Rolph@harrogate.gov.uk Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA
Contact Name:
Exhibition Name:
Company Name:
Stand Number:
Invoice Address:
On-show Contact:
On-show Contact Number:
Date of Show:
Contact Number:
Email Address:
Breakfast:
Item
Breakfast Bacon Rolls (Serves 10)
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
£
36.00
£
-
Breakfast Vegetarian Rolls (Serves 10)
£
29.50
£
-
Savoury filled Croissants (Serves 10)
£
30.00
£
-
Selection of Chefs choice Breakfast Canapés (Serves 30)
£
52.50
£
-
Fresh Fruit Platter (Serves 10)
£
24.00
£
-
Fresh Fruit Bowl (Serves 10)
£
15.00
£
-
Sandwiches & Lunch:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
8 Rounds of Assorted Sandwiches
£
26.40
£
-
8 Rounds of Assorted Vegetarian Sandwiches
£
23.60
£
-
Selection of Canapés (Serves 30)
£
52.50
£
-
Packed Lunch (Sold in multiples of 5)
(Sandwiches, Crisps, Chocolate Bar, Mineral Water)
£
32.50
£
-
35.00
£
-
26.85
£
-
British Picnic Platter
£
Cold Mezza Platter (Serves 6)
Selection of Bread Marinated with Olive Oil &
Rosemary, Luxury Sausage Rolls, Selection of Quiches,
Pickled Gherkins , Scotch Eggs, Pork Pies, Deep filled
Meat Mini Pies, Selection of Cheese & Crackers, Mini
Sausages, Pickled Onions, Chutneys & Pickles
Cheese & Continental Meat Platters (Serves 10)
£
Pastry Cakes & Treats:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Large Muffin Selection (Serves 10)
£
23.00
£
-
Luxury Petit Four Collection 28 peace’s
£
28.50
£
-
Giant Cookie Selection (Serves 10)
Afternoon Tea
(Traditional Tea and Homemade Scones with Jam
and Cream – Serves 10)
£
19.00
£
-
£
47.50
£
-
Snacks & Nibbles:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
KP Salted Nuts (6 x 50g packs)
£
6.50
£
-
KP Dry Roasted Nuts (6 x 50g packs)
£
6.50
£
-
Kettle Crisps (6 x 40g Variety Pack)
£
5.50
£
-
Page | 1
Price Date From: March 2014
Sweeties:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Mini Chocolate Pack 400g
£
13.50
£
-
Large Chocolate Pack 750g
£
25.00
£
-
Tea & Coffee Packages:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
50 Cup Tea and Coffee Package to inc:
Kettle Hire. Yorkshire Teas Bags (25), Filter Coffee
machine (3kw), 4 Coffee Sachets and Filters, Hot
Drinks Cups (50), Plastic Teaspoons (50), Sugar (50),
Milk Jiggers (50)
£
79.00
£
-
100 Cup Tea and Coffee Package to inc:
Kettle Hire. Yorkshire Teas Bags (50), Filter Coffee
machine (3kw), 5 Coffee Sachets and Filters, Hot
Drinks Cups (100), Plastic Teaspoons (50), Sugar
(50), Milk Jiggers (100)
£ 105.00
£
-
Hot Beverages:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Additional Yorkshire Tea Bags (50)
£
6.25
£
-
Herbal Tea Bags (25)
£
3.25
£
-
Earl Grey Tea Bags (50)
£
6.50
£
-
Additional Ground Coffee Sachet & Filter
£
4.70
£
-
Instant Coffee (200g) Supplies up to 100 cups
£
9.50
£
-
Additional Brown Sugar (50)
£
1.95
£
-
Additional White Sugar (50)
£
1.95
£
-
Sweetener Sachets (50)
£
1.95
£
-
Milk Jiggers (120x 12ml)
£
8.35
£
-
Fresh Milk (2Litre)
£
3.25
£
-
Water:
Item
Price
Water Tower Hire (per 3 Days)
(Includes 19 L Water Carboy and 100 Plastic Cups
£
Water Carboy Replacements (19L)
Still Water (12x 75cl)
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
83.50
£
-
£
19.50
£
-
£
39.50
£
-
Sparkling Water (12x 75cl)
£
39.50
£
-
Still Water (24 x 500ml)
£
38.00
£
-
Sparkling Water (24 x 500ml)
£
38.00
£
-
Cold Beverages:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
House Champagne
£
39.20
£
-
Sparkling Wine
£
21.65
£
-
House White Wine
£
15.40
£
-
House Red Wine
£
15.40
£
-
Peroni Bottled Beer (330ml bottle)
£
3.50
£
-
7up (12 x 500ml)
£
19.00
£
-
Diet Pepsi (12 x 500ml)
£
19.00
£
-
Pepsi (12 x 500ml)
£
19.00
£
-
Orange, Apple or Cranberry Juice (1 litre carton)
£
5.00
£
-
Ice (1kg bag)
£
4.75
£
-
Page | 2
Price Date From: March 2014
Hire:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Electric Kettle Hire 3kw (per day)
£
22.00
£
-
Filter Coffee Machine Hire 3kw (per day)
£
£
35.00
13.35
£
£
-
£
10.00
£
-
Catering Assistant Hire (per hour, min 4 hrs per day)
Ice Bucket Hire (per day)
Hire Continued:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Bottle Opener
£
0.75
£
-
Tablecloth Hire (per table)
£
5.30
£
-
Disposables:
Item
Price
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
Total
Hot Drinks Cups (50 x 12oz)
£
5.80
£
-
Plastic Cups (100 x 200ml)
£
6.50
£
-
Disposable Half Pint Glasses (50)
£
7.50
£
-
Disposable High Ball Wine Glasses (20)
£
6.00
£
-
Disposable Champagne Flutes (20)
£
8.50
£
-
Disposable Stemmed Disposable Wine Glasses (50)
£
13.75
£
-
Disposable Plastic Teaspoons (50)
£
3.75
£
-
Small Disposable Plates (50 x 17cm)
£
8.60
£
-
Paper Napkins (200)
£
7.00
£
-
Refuse Sack (10)
£
4.00
£
-
Wooden Stirrers (100)
£
2.00
£
-
Sub Total £
-
VAT @20% £
-
Grand Total £
-
Page | 3
Price Date From: March 2014
T: +44 (0)1423 537334 | E: Kirsten.Rolph@harogate.gov.uk Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA
Providing your own Food & Drink at HIC
Where Hospitality or Stand Catering is undertaken at HIC, the client or the client’s guests for consumption on the premises may bring no other food, wine, beer or spirits
into HIC, unless the prior written consent of the company has been obtained and a concession fee agreed.
Corkage – is the charge placed on wines, beers, liquor & soft drinks items brought into the venue that have been purchased elsewhere and not from the contracted
hospitality & stand caterer (Kudos).
This service encompasses storage, chilling, delivery and supply of appropriate disposable glassware. If you are using alcoholic beverages, Kudos will become the licensee for
your event and you will be briefed on the relevant licensing legislation. Delivery of drinks must be with us 3 days before the event. There are no minimum quantities for this
service.
Champagne £15.00 per bottle
Sparkling Wine £12.50 per bottle
Wines £10.00 per bottle
Spirits £30.00 per bottle
Beers £1.50 per can/bottle
Soft drinks £1.50 per can/bottle
Water & Juice £2.00 per litre
Contract buy out – stand holders
To cater for yourselves with no input or involvement from Kudos you can take advantage of our ‘contract buy out’ option. In taking this option all food hygiene regulations
become your responsibility. If serving alcohol by law you will need to provide a personal license holder, who will be responsible for the activities on the stand. A copy of the
license will need to be provided. Kudos will not be responsible in any way for food safety or licensing regulations.
Prices
All prices quoted are exclusive of VAT at the current rate. - Kudos Catering (UK) Limited VAT number is 863736005
Credit card transactions will attract a 4% administration surcharge.
Stand Hospitality
We will happily work with you to provide a bespoke hospitality package in order for something special to be offered to your clientele.
To place your order
Please complete the attached order form and e-mail it to us at Kirsten.Rolph@harrogate.gov.uk no later than two weeks before the start date of your show. Upon receipt of
your order, Kudos Catering (UK) Limited will issue you with an invoice for which payment is required within 7 days.
As we do not operate a sale or return policy, all items ordered prior to the event will be delivered to your stand in full and invoiced in full.
Subject to availability additional items can be delivered during the show. All additional items must be signed for upon delivery and paid for before the end of the show.
Delivery
All stand orders are free of delivery charge. Due to volume of orders received, it is not always possible to guarantee a specific time. If a specific time is required the delivery
time will be approximate by one hour either side of the requested time.
Equipment Hire
It is the stand holder’s responsibility to return any hired equipment to the catering department. Full replacement cost will be charged for any breakages or items that are not
returned to the stand order office.
Terms and Conditions
Kudos Catering (UK) Limited, in conjunction with the Harrogate International Centre, reserves the right to sell and provide all catering equipment and refreshments including
food, wine, spirits, beers and other alcoholic and non-alcoholic beverages, consumed on the premises and reserves the right to impose a surcharge on any goods not supplied
by themselves.
Please sign below to confirm that you agree with the above and for Kudos to proceed with your order
Signature.……………………………………………... Print Name………………………………………………….. Date…...../……./…….
Page | 4