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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 on seats in lecture rooms or catering areas. All publicity literature or sample material must be distributed strictly within the confines 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. We ask that the exhibiting stand personnel allow all delegates to take their places in the lecture theatre before taking their own seats.

Animals

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

Audio Visual Services

MCL Create Ltd
Unit C, Moorpark Central
40 Dava Street
Glasgow
G51 2BQ

t: 0141 425 2016
f: 0141 425 2017
e: glasgow@mclcreate.com
w: www.mclcreate.com

MCL Create is the appointed official Audio Visuals supplier for the 2015 Congress Exhibition. A full list of equipment is available from their website. If you wish to place an order, please complete and return the Audio Visuals Order Form directly to MCL Create by Friday 3 April.

Build-up

The Exhibition Hall (Hall 2) will be open to exhibitors and their contractors on Wednesday 13 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 13 May, ready for Exhibition opening at 1200 on Thursday 14 May when delegates will be registering for the Congress and refreshments will be served in the Exhibition 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 1200 on Saturday 16 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 to be worn at all times.

Please note that all stands must be removed and collections made by 2200 on Saturday 16 May. Any left over items are not the venue's responsibility and will be disposed of by the venue.

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 13 March.

Carpet

The Exhibition Hall aisles are carpeted in dark grey tiles and the shell stands are carpeted in light grey tiles.

It is not permitted to lay carpet directly on top of carpet. For alternative carpet colours or for alternative flooring please ensure orders are placed through the official furniture contractor Europa International.

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

Catering Vouchers - Complimentary

Exhibiting companies will be entitled to complimentary tea/coffee vouchers during the Congress breaks:

Each exhibiting company with a Space-only Stand is entitled to eight complimentary tea/coffee vouchers during Congress breaks.

Each exhibiting company with a Shell Stand is entitled to two complimentary tea/coffee vouchers during Congress breaks.

Complimentary 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 14 May – Exhibitors

1130 tea/coffee
1430 tea/coffee/biscuits

Friday 15 May - Exhibitors
0730 tea/coffee/pastries
1000 tea/coffee/biscuits
1145 tea/coffee
1530 tea/coffee/biscuits

Saturday 16 May – Exhibitors
0730 tea/coffee/pastries
1030 tea/coffee/biscuits

Catering Vouchers – Lunch

Catering vouchers are available for stand personnel at £55 per voucher for lunch. The catering voucher will include a 2-course hot fork buffet for Thursday 14 May and Friday 15 May.

The Catering Voucher Form must be completed and submitted online by Friday 13 March for any stand personnel who will require lunch during the Congress.

Catering for stand personnel must be purchased in advance. The ADI will invoice for catering vouchers, which must be paid by Friday 3 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. Lunch will be served on production of catering vouchers approximately 30 minutes prior to the programmed breaks:

Thursday 14 May – Exhibitors
1130 pre-ordered 2-course hot fork buffet

Friday 15 May - Exhibitors
1145 pre-ordered 2-course hot fork buffet

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 the SECC will be accepted from 0700 on Wednesday 13 May but NOT before this date. Please ensure that all packages are clearly marked with the following:

Company Contact Name
ADI Team Congress 2015
SECC Hall 2
Company Name / Stand Number
SECC
Glasgow G3 8YW

Editorial

Each exhibiting company is entitled to a complimentary 100 word maximum of product entry and logo. Editorial and logo will be published 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 Company Editorial Form must be completed and submitted online by Friday 13 March.

Company Logos (.eps version) must be emailed directly to neelam@adi.org.uk by Friday 13 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 Contractor

Index Group Ltd
Unit X1 Claybrooks Court
Herald Way Binley Industrial Estate
Coventry CV3 2NY
t: 0800 085 9885
f: 02476 635090
e: electrics@indexgroup.org
w: www.indexgroup.org/

Index is the appointed official electrical contractor for the 2015 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 Friday 3 April.

Florist

Blooms of Glasgow
80 West Nile Street
Glasgow
G1 2QH
t: 0141 404 0147
e: Elaine@blooms.co.uk
w: www.blooms.co.uk

Blooms of Glasgow is the florist suggested by the SECC. Please place orders directly with Blooms of Glasgow.

Furniture Contractor

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 2015 Congress Exhibition. A full list of equipment is available from their website.

Please complete and return Furniture Order Form directly to Europa by Friday 3 April.

Health and Safety

All exhibitors must comply with the Health and Safety at Work Act 1974, and any regulations made thereunder. Exhibiting companies must complete and return the Health and Safety Declaration by Friday 13 March.

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

Hotel Booking Information

The official Congress hotel is the four-star Crowne Plaza Glasgow, which is adjacent to the SECC.

Glasgow City Marketing Bureau has been appointed to handle all Congress accommodation. Preferred rates have been secured for ADI Congress delegates. Book online at www.peoplemakeglasgow.com/ADI2015

All room allocations are held up to 1 April 2015 (6 weeks prior to the start of the Congress). After this date negotiated ADI rates cannot be guaranteed.

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 enquiries
t: 020 7534 1000
e: info@ppluk.com
w: www.ppluk.com

PRS enquiries
t: 020 7580 5544
e: customerservice@prsformusic.com
w: www.prsformusic.com

Loading/Unloading

Follow the signs for the Service Entrance on Stobcross Road at the back of the SECC building. At the Security Gate the traffic management team will direct your vehicle to Hall 2 during the unloading and loading time allowing access in order of arrival.

For exhibitors requiring on-site parking have been allocated Car Park 5 and will require exhibitor car park passes. Exhibitor car passes MUST be collected from the ADI Registration Desk before parking in Car Park 5.

The exhibitor car park passes are valid for build-up, open period and break down and must be displayed in the windscreen of all authorised vehicles.

Each exhibiting company with a Space-only Stand is entitled to two exhibitor car park passes.

Each exhibiting company with a Shell Stand is entitled to one exhibitor car park pass.

Please see build-up notes for access times and for additional car parking:

There is multi-storey 24-hour NCP car park located behind the SECC Hydro. This is the main parking area used for events at the venue and it accommodates 1600 spaces.

SECC Car Park
10 Stobcross Road
Glasgow
G3 8YW

For additional car parking, tickets can be purchased on the day and payments can be made by credit /debit card at the on-site pay machines.

1 hour - £3.50, 2 – 12 hours - £7.00, 13 hours - £10.50 and 14-24 hours £14.00 (prices as of January 2015)

Please note, the parking area is for cars only and has a height restriction of 1.9m.

Name Badges

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

Please complete the name of every stand personnel who will require access by completing online the Name Badge Form by Friday 13 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 on Wednesday 13 May 1600-1800.

Noise Levels

Exhibitors must advise the ADI at least two months in advance if amplified sound is intended to be played on the stand. The ADI reserves the right to ask an exhibitor to reduce the noise levels from amplified sound on their stand if this is inconveniencing other exhibitors or delegates.

Opening Timings

Exhibition opening timings will be as follows:

Thursday 14 May 1200-1900
Friday 15 May 0800-1730
Saturday 16 May 0800-1130

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 for the ADI 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 whole Congress.

Wednesday 13 May 1600-1800
Thursday 14 May 0730-1730
Friday 15 May 0730-1730
Saturday 16 May 0730-1030

Scanner Contractor

Index Group Ltd
1 Churchill Mews
137 Dennett Road
Croydon
CR0 3JH
t: 0845 6123640
f: 0845 4588491
e: registration@indexgroup.org
w: www.indexgroup.org/

Index is the appointed official handheld scanner contractor and on-site registration services for the 2015 Congress Exhibition. All delegate name badges will have a barcode and handheld scanners can be purchased in advance from Index.

Please complete and return Visitor Data Order Form directly to Index by Friday 3 April.

Shell Stand Contractor 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 contractor for the 2015 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 the Nameboard Order Form (compulsory for all shell stands) and the Additional Standfitting Order Form (optional) directly to Index by Friday 3 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, 9sqm Corner Stand and 9sqm Front Stand.

Social Events

Civic Drinks Reception hosted by Glasgow City Council
Thursday 14 May 17:30-19:00
Exhibition Hall

This is an inclusive event for all stand personnel and complimentary tickets must be requested in advance. Please complete online Civic Drinks Reception Booking Form of every stand personnel who wish to attend by Friday 13 March.

Pre-booked complimentary tickets MUST be collected from the ADI Registration desk during Exhibition Registration. No additional complimentary tickets will be available on site.

Congress Dinner ‘A Night at the Museum’
Friday 15 May 19:30-01:00
Kelvingrove Art Gallery and Museum

Stand personnel are welcome to purchase tickets for the Congress Dinner. Please complete online Congress Dinner Booking Form of every stand personnel who wish to attend by Friday 13 March.

Tickets cost £75 per person and must be purchased in advance. The ADI will invoice for tickets, which must be paid by Friday 3 April. Tickets will be posted to the contact name at the Company one month prior to the Congress.

Black tie dress code. 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 as appropriate through slides, signage, print and listing in the Congress Programme and Exhibition Guide.

Stand Catering

Any food or beverage served on stands must be purchased via the SECC Levy Restaurants and not bought independently. Please complete the online Stand Catering order form and submit your stand catering order by Friday 3 April.

Please note, 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 14 May and 1130 on Saturday 16 May.

Any exhibitor-sponsored private functions between Tuesday 12 May and Sunday 17 May but outside of the congress opening hours must firstly be approved by the ADI. Please ensure you contact the ADI office directly. The private function 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.

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: Glasgow is linked to Edinburgh via the M8 motorway and the South via the M74 motorway. Leave the M8 motorway at junction 19 and join the westbound Clydeside Expressway (A814). Westbound on the Expressway (A814) take cut off signposted SECC East. Turn left at traffic signals and take the right lane to access multi-storey parking at the venue. The car park is open 24 hours and the address details for sat-nav are: Exhibition Way, Glasgow, G3 8YW.

Some hotels have car parking availability. Check when you make your hotel reservation as all hotels will state their facilities and the nearest available NCP car park.

By Rail: Glasgow Central Station links the city with the rest of the UK. Upon arrival at Glasgow Central take a low-level train to the SECC’s onsite train station, Exhibition Centre Station. The journey from Glasgow Central to Exhibition Centre Station takes just five minutes and trains run every 10 minutes during the day.

Virgin Trains Group Travel Offer: Travelling to the conference by train offers you the perfect opportunity for last minute preparations for the day or simply the chance to relax and unwind. Virgin Trains serve Glasgow from many cities on the West Coast including London, Birmingham, Preston and Carlisle. Best fares are available at www.virgintrains.co.uk, with advance booking prices and no fees. The further in advance you book, the more you save (up to 12 weeks in advance). 

For 3-9 passengers travelling together they offer 20% discount off Advance Fares booked through the website - for more information go to www.virgintrains.co.uk/tickets-offers/group-travel. Don’t forget to claim your Nectar points for these bookings!

For groups of 10 or more, or to ask about hiring a carriage for their special Red Carpet Servic (http://www.virgintrains.co.uk/redcarpet), the Groups Team will be pleased to help you at group.reservations@virgintrains.co.uk.

By Air: Glasgow International Airport is situated just 15 minutes from the SECC. Taxis are available outside the terminal building for a direct transfer to the SECC. Shuttle buses run every 10 minutes from the airport into the city centre, connecting with Glasgow Central Station for a train to Exhibition Centre Station at the SECC.

Vehicles in the Hall

Exhibitors must advise the ADI at least two months in advance if intending to display a vehicle on their stand in order to gain consent.

Wastage

It is not permitted for any exhibitor or contractor to leave any unwanted displays or material of any kind when leaving site at the end of build-up or breakdown. Any costs incurred by ADI in the removal and disposal of items left on site will be recharged to the exhibitor.

WIFI Access

Exhibitors will be provided with an Access Code at registration on Thursday 14 May.

Hardwired connections are available. Please email SECC’s Technical Service department directly on technical.services @secc.co.uk by Friday 3 April.

 

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