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Exhibition Manual: A to Z Guide for Exhibitors

A B C D E F H I L N O P R S T V W

Advertising

It is not possible to include any publicity or advertising material in the delegate bags or on seats. All publicity literature or sample material must strictly be distributed within the confinements of the exhibition stand.

Admission to Plenary Scientific Sessions

Providing space is available in the main auditorium, access for stand personnel wearing congress name badges will be possible.

A 'live link' to the entire plenary programme will be provided in the Exchange Hall for exhibitors.

Animals

Written approval must be submitted at least one month prior to the Congress in order to gain consent for any animal, wild or domestic, to be permitted on the premises.

Audio Visual Services

Blitz Communications Ltd
Manchester Central Convention Complex
Petersfield
Manchester
M2 3GX

t: 0161 827 8759
f: 0161 832 8476
e: tbailey@blitzcommunications.co.uk
w: www.blitzcomm.com

Manchester Central's preferred Audio Visual suppliers are Blitz Communications who are based on-site. If you wish to place an order, please complete and return the Audio Visual Order Form by Monday 1 April.

Build-up

The Exchange Hall will be open to exhibitors and their contractors on Wednesday 1 May for stand building and dressing timings as follows:

Build contractors for space-only stands 1000
Shell stands 1400

During build-up, the venue health & safety requirements are for hi-vis waistcoat or jacket and appropriate footwear must be worn at all times.

All stands must be completed and dressed by 2200 on Wednesday 1 May, ready for Exhibition opening at 0800 on Thursday 2 May when delegates will be registering for the Congress and refreshments will be served in the Exchange Hall.

Breakdown

The removal of any materials or exhibits and the dismantling of any stands cannot commence before the official closing time of the Exhibition at 1600 on Friday 3 May.

Contractors should be briefed to come after this time. During breakdown, the venue health & safety requirements are for hi-vis waistcoat or jacket and appropriate footwear must be worn at all times.

Please note that all stands must be removed and collections made by 2200 on Friday 3 May.

Any left over items are not the venue's responsibility and will be disposed of.

Build Contractors (space only)

Space-only exhibitors are required to complete the Build Contractor form and return immediately with details of the contractor who will be responsible for supervising the build. The contractor may need to be contacted directly by the ADI.

Build contractors will need to submit proof of public liability insurance (copy of current valid certificate), 3-D technical plan drawing, method statement and risk assessment sheet on behalf of space-only stands to the ADI for approval no later than Friday 1 March.

Car Parking

Manchester Central has a 24-hour NCP car park located directly below the building. Lifts, stairs and escalator access is available from the car park into Manchester Central.

Manchester Central Convention Complex
NCP Car Park
Lower Mosley Street
Manchester
M2 3GX

Discounted car parking vouchers are available to exhibitors. There is limit of 250 car park vouchers per day, and tickets must be purchased in advance. Please complete the Parking Voucher application form and return by Monday 1 April to:

Administration Team
National Car Parks
NML House
61 High Street
Manchester
M4 1AZ

t: 0161 827 8900
f: 0161 817 8950
e:manchestercentralvoucherapplication@ncp.co.uk
w: www.ncp.co.uk

The nearest car parking facilities available for lorries is approximately a mile away from Manchester Central:

Diggles Diner and Truckstop
Trafford Wharf Road
Trafford Park
Manchester
M17 1DJ

Carpet

The Exchange Hall is carpeted in dark blue tiles with the occasional Manchester Central logo in a lighter blue.
These may not be removed but other flooring may be overlaid.

The only approved floor tapes for use in the Exchange Hall are Sellotape Double Grip 4415 and Stikatak B7 Exhibition Tape.

Catering Voucher

Catering vouchers are available for stand personnel at £56 each for lunch. The catering voucher will include a 2-course hot fork buffet for Thursday 2 May and Friday 3 May.

The Catering Voucher form must be completed and submitted online by Friday 1 March for every stand personnel who will require catering during the Congress.

Catering for stand personnel must be purchased in advance. The ADI will invoice for catering vouchers, which must be paid by Monday 1 April.

Pre-ordered catering vouchers must be collected from the ADI Registration Desk during Exhibition Registration.

Stand Personnel are requested not to eat/drink at the same time as the delegates. Refreshments will be served on production of catering vouchers approximately 30 minutes prior to the programmed breaks:


Thursday 2 May – Exhibitors

0730 tea/coffee/pastries
1000 tea/coffee/biscuits
1200 tea/coffee
1200 pre-ordered 2-course hot fork buffet
1430 tea/coffee/biscuits

 

Friday 3 May - Exhibitors

0730 tea/coffee/pastries
1000 tea/coffee/biscuits
1200 tea/coffee
1200 pre-ordered 2-course hot fork buffet
1430 tea/coffee/biscuits

Each exhibiting company Space-only Stand is entitled to eight complimentary teas/coffee during Congress breaks.

Each exhibiting company Shell Stand is entitled to two complimentary teas/coffee during Congress breaks.

Congress Programme and Exhibition Guide

This publication will be distributed on site to all delegates. This will contain speaker abstracts and biographies, exhibition guide and exhibitor profiles.

Delegate List

Each exhibiting company will be emailed the names and addresses of delegates approximately three weeks after the Congress.

Deliveries

All deliveries to Manchester Central will be accepted from 0900 on Wednesday 1 May but NOT before this date. Please ensure that all packages are clearly marked with the following:

Contact Name
ADI Team Congress 2013
Exchange Hall
Company Name / Stand Number
Manchester Central Convention Complex
Petersfield
Manchester
M2 3GX

Editorial

Each exhibiting company is entitled to a complimentary 100 word maximum of product entry. Editorials will be published on the ADI website and in the Congress Programme and Exhibition Guide.

Do not miss out on this complimentary opportunity. This service is helpful to all participants visiting the Congress. The contact details provided act as an informative product reference during/after the event. The Editorial form must be completed and submitted online by Friday 1 March.

Editorials not received by the deadline date will NOT be published on the ADI website or in the Congress Programme and Exhibition Guide.

Electrical Contractors

Index Group Ltd
Unit X1 Claybrooks Court
Herald Way Binley Industrial Estate
Coventry CV3 2NY

t: 0800 085 9885
f: 0161 723 4744
e: electrics@indexgroup.org
w: www.indexgroup.org

Index is the appointed official electrical contractors for the 2013 Congress Exhibition. Index will supply two spotlights and one power socket for shell stand - these are included in the cost of the stand.

Space-only exhibitors must order all electrical requirements including lighting directly from Index.

Additional power sockets together with any extra lighting services must be ordered directly from Index. Please complete and return the Electrical order form directly to Index by Monday 1 April.

Florist

Springbank Flowers
345 Chester Road
Manchester M16 9FD

t: 0161 877 5888
e: frankie@springbankflowers.co.uk
w: www.springbankflowers.co.uk

Springbank Flowers is Manchester Central's suggested florist. Please place orders directly with Springbank Flowers.

Furniture Contractors

Europa International
Europa House
Meaford Way
London SE20 8RA

t: 020 8676 0062
f: 020 8676 9976
e: sales@europainternational.com
w: www.europainternational.com

Europa International is the appointed official furniture contractor for the 2013 Congress Exhibition. A full list of equipment is available from their website.

Please complete and return Furniture order form directly to Europa by Monday 1 April.

Health and Safety

All exhibitors must comply with the Health and Safety at Work Act 1974, and any regulations made there under. Exhibiting companies must complete and return the Health and Safety Declaration by Friday 1 March.

Companies that fail to complete and return Health and Safety Declaration will NOT be allowed access to the venue.

Hotel Booking Information

The official Congress hotel is the four-star Midland Manchester, which is adjacent to Manchester Central. Preferential rates have been secured for ADI delegates: to book, please call QHotels in 0113 205 2887 and quote 'ADI'.

Visit Manchester has been appointed to handle all other Congress accommodation. Preferred rates have been secured for ADI delegates. Book online at www.conferencebookings.co.uk/delegate/MNCADI2013 quoting reference MNCADI2013 in upper case.

All room allocations are held up to 4 weeks prior to the Congress.

Insurance

Each exhibitor is responsible for the security of their own stand, samples, exhibits, and for their own appropriate insurance cover for build-up/breakdown days in addition to the exhibition open days.

Licences (copyright)

Any exhibitor who wishes to have any type of pre-recorded, video or live music on their stand must contact PPL/VPL/PRS to apply for the appropriate licences:

PPL/VPL general enquiries
t: 020 7534 1000
f: 020 7534 1111
e: info@ppluk.com
w: www.ppluk.com

PRS enquiries
t: 0800 068 4828
f: 01733 312912
e: musiclicence@prsformusic.com
w: www.prsformusic.com

Loading/Unloading

Follow the signs for Windmill Street to the front of the Manchester Central building. Manchester Central traffic management team will direct and provide vehicle passes during the unloading and loading time allowing access in order of arrival. It may be necessary to wait a short while until space is available. As soon as deliveries are made vehicles will be moved on.

Please see build-up notes for access times.

Name Badge

There is no limitation to the number of stand personnel per stand and full names must be provided in advance for admission to Manchester Central.

Please complete the name of every stand personnel who will require access by completing online the Name Badge form by Friday 1 March.

Please note stand personnel must be employed by the exhibiting company.

Keep a copy for your own records. If you need to make amendments prior to the Congress, please advise the ADI for badge reissue prior to the Congress.

Badges MUST be collected from the ADI Registration Desk during Exhibition Registration.

Noise Levels

Exhibitors must inform the ADI at least one month in advance if music is intended to be played on the stand.

Opening Timings

Exhibition opening timings will be as follows:

Thursday 2 May 0800-1800
Friday 3 May 0800-1600

Stands must be open for viewing and staffed during these hours.

Packing Cases

Packing cases and boxes must not be left visible on stands, nor can they or any other article be placed or stored in gangways at any time during the build-up period, or during exhibition open hours or overnight.

There are no storage facilities available on-site.

Photography

The ADI has appointed an official photographer to take photos during the open days of the Congress.

Registration

All stand personnel will be required to register and collect their name badge on arrival. Congress badges must be worn throughout the opening hours.

Wednesday 1 May 1600-2000
Thursday 2 May 0730-1730
Friday 3 May 0730-1500

Shell Stand Contractors and Services

Index Group Ltd
1 Lomax Street
Radcliffe
Manchester M26 1PX

t: 0800 085 9885
f: 0161 723 4744
e: admin@indexgroup.org
w: www.indexgroup.org

Index is the appointed official stand contractors for the 2013 Congress Exhibition. Index will construct the SUPERIOR FITZiN shell stand according to the approved floor plan.

Index will supply one LED Nameboard for shell stand – which is included in the cost of the stand.

Please complete and return Nameboard order form (compulsory for all shell stands) and Additional Standfitting and Nameboard order form (optional) directly to Index by Monday 1 April.

Shell Stand Dimension

Dimensions and further layout information for the four types of SUPERIOR FITZIN Shell Stands can be found by clicking on each of these links: 6sqm Corner Stand, 6sqm Front Stand, 7.5sqm Corner Stand and 7.5sqm Front Stand.

Social Event

ADI Oscars Bash
Thursday 2 May
Midland Hotel

Stand personnel are welcome to purchase tickets for the Congress social event. Please complete online Social Event booking form of every stand personnel who wish to attend by Friday 1 March.

Tickets cost £75 per person and must be purchased in advance. The ADI will invoice for tickets, which must be paid by Monday 1 April. Tickets will be posted to contact name at the Company one month prior to the Congress

Dress code: black tie. Dress for the red carpet.

No tickets will be sold on site. There will be a seating plan.

This is an optional event for delegates payable at the time of registration.

Sponsoring Opportunities

The ADI welcomes support from exhibitors for Congress activities that complement the educational nature of the Congress. See online Sponsorship Opportunities Information.

Recognition of all support and sponsorship will be given through slides, signage, print and listing in the Congress Programme and Exhibition Guide.

Stand Catering

Exhibitor-sponsored private functions and the provision of any scientific programmes must not be scheduled during the opening hours of the Congress i.e. between 0800 on Thursday 2 May and 1600 on Friday 3 May.

All Exhibitor-sponsored private functions must firstly be approved by the ADI. Please ensure you contact the ADI office directly.

Private hospitality should be handled on an invitation basis and host companies must make it clear to their guests that the event is not an official ADI function. Any food or beverage served on stands must be purchased via the Manchester Central Hospitality and not bought independently.

Please complete Stand Catering order form and return to Manchester Central Hospitality by Monday 1 April.

Stand Construction

Incombustible material only shall be used in the construction of display units and all materials must be flame proofed in accordance with local authority regulations. For shell stands, no structure or display provided by an exhibitor may exceed 2.4 metres to accord with the height of the shell stand. For space-only stands, no structure or display provided by an exhibitor may exceed 4 metres to accord with the height of the space-only stand. No fascia, partition, structure, board or sign may be erected which the Organisers consider will dominate, screen or obscure the view of other stands or which will exceed the allocated boundaries of a stand.

Storage

There is no arrangement for on-site storage. Please ensure all packaging is removed before leaving the site.

Travel

By Car: Manchester is at the heart of the Northwest's motorway network with easy access from all directions onto the M60, the city's orbital motorway. Once on the M60 exit at Junction 12 and join the M602 signposted towards the city centre. Follow the A57 straight on from the end of the M602 passing under a railway bridge before taking the left hand exit to merge onto the A56 Bridgewater Way. Turn right onto Whitworth Street West at Deansgate station and then turn left onto Albion Street. Entrance to Manchester Central NCP Car Park is through the next set of traffic lights on the left, opposite The Bridgewater Hall.

Some hotels have car parking availability. Check when you make your hotel reservation as all hotels will state their facilities.

By Rail: Manchester Piccadilly Station is a 10-minute taxi ride away, and is linked to many regional networks.

By Air: Manchester International Airport is a 30-minutes taxi ride away, or alternatively there is a regular rail service to Manchester Piccadilly Station that takes approximately 15-20 minutes.

Vehicles in the Hall

Exhibitors must inform the ADI at least one month in advance if intending to display a vehicle on stand.

WIFI Access

Exhibitors will be provided with an Access Code at registration on Thursday 1 May.

Hardwired connections are available. Please complete Internet Order Form and return to Manchester Computer Services by Monday 1 April.

A B C D E F H I L N O P R S T V W