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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 Programme

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 main auditorium before taking their own seats. Please note access to the other Congress Programmes is not permitted.

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

mclcreate
Unit 600
Catesby Park
Eckersall Road
Kings Norton
Birmingham
B38 8SE

t: 0121 782 0433
e: exhibitions@mclcreate.com
w: www.mclcreate.com

MCL Create is the appointed official Audio Visuals supplier for the 2017 Congress Exhibition. A full list of equipment is available from their website. If you wish to place an order, please complete the online Audio Visuals Order Form and submit your audio visuals order form by Friday 27 January.

Build-up

The Exhibition Hall (Capital Hall) will be open to exhibitors and their contractors on Wednesday 1 March for stand building and dressing, timings as follows:

Build contractors for space-only stands 1000-2200
Exhibitor personnel for shell stands 1400-2200

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 March, ready for Exhibition opening at 1200 on Thursday 2 March when delegates will be registering for the Congress and refreshments will be served in the Exhibition Hall.

Break-down

The removal of any materials or exhibits and the dismantling of any stands cannot commence before the official break-down time of the Exhibition at 1300 on Saturday 4 March.

Contractors should be briefed to come after this time. During break-down, 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 2000 on Saturday 4 March. Any left over items are not the venue's responsibility and will be disposed of by the venue. Any costs incurred by the Organiser or the venue in disposing of any left over items shall be paid by the Exhibitor on demand.

Build Contractors (space only)

Space-only exhibitors are required to complete the Build Contractor form and return it immediately with details of the contractor who will be responsible for supervising the build.

Build contractors will need to submit proof of public liability insurance (copy of a certificate valid for event period), detailed plans of the exhibition space-only stand including 3-D technical plan drawing, method statement and risk assessment sheet on behalf of the company to the ADI for approval no later than Friday 27 January.

The contractor may need to be contacted directly by the ADI regarding the stand build.

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.

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

Catering Vouchers – teas/coffees (complimentary)

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

24sqm Space-only is entitled to eight complimentary tea/coffee vouchers
9sqm Shell Stand is entitled to three complimentary tea/coffee vouchers
6qm Shell Stand is entitled to two complimentary tea/coffee vouchers

Complimentary catering vouchers must be collected from the ADI Registration Desk during Exhibition Registration. Refreshments will be served on production of catering vouchers from approximately 30 minutes prior to the programmed breaks:

Thursday 2 March – Exhibitors
1130 tea/coffee
1430 tea/coffee/biscuits
Friday 3 March - Exhibitors
0730 tea/coffee/pastries
0945 tea/coffee/biscuits
1145 tea/coffee
1430 tea/coffee/biscuits
Saturday 4 March – Exhibitors
0730 tea/coffee/pastries
1000 tea/coffee/biscuits

Catering Vouchers – lunch (optional)

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 2 March and Friday 3 March.

The Catering Voucher Form must be completed and submitted online by Friday 27 January 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 27 January.

Pre-ordered catering vouchers must be collected from the ADI Registration Desk during Exhibition Registration. Lunch will be served on production of catering vouchers form approximately 30 minutes prior to the programmed breaks:

Thursday 2 March – Exhibitors
1130 pre-ordered 2-course hot fork buffet
Friday 3 March - 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 delegate postal addresses no later than 5 working days after the Congress. Please note that delegates at the point of Congress registration may opt out of providing consent for their contact details to be supplied to exhibiting companies.

Deliveries and Collections

All deliveries to the ExCeL London will be accepted from 1000 on Wednesday 1 March. Please ensure that all packages are clearly marked with the following:

Company Contact Name and Mobile Number
Company Name / Stand Number
ADI Team Congress 2017
c/o ExCeL London
Sandstone Lane
London
E16 1SL

Please note that ExCeL London will not take delivery of any goods if the addressee is not available to sign for the goods. It is important to ensure that all deliveries are made when a member of your staff is available to sign for the goods. Please refer to the ‘Build-up’ section for timings as they vary depending on your stand type i.e. space-only or shell.

If you need to deliver prior to these times, ExCeL London recommend Agility who can store items onsite and then deliver them to the Exhibition Hall when your build commences.

Details for Agility can be found here.

All collections will need to be made before 2000 on Saturday 4 March:

ExCeL London
Sandstone Lane
London
E16 1SL

If you are unable to schedule a collection during the specified times, Agility can store items onsite until they can be picked up.

Details for Agility can be found here.

Electrical Contractor

Index Group
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 2017 Congress Exhibition. Index will supply two spotlights and one 500w 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 27 January.

Filming and Photography

The ADI has appointed an official photographer to take photos and a film crew to do filming for the ADI during the open days of the Congress.

Florist

Oldacre
ExCeL London
E16 1XL

t: 020 7069 4235
e: lynn@oldacre.co.uk
w: www.oldacre.co.uk

Oldcare is the florist suggested by the ExCeL London and based on-site. Please place orders directly with Oldacre.

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 2017 Congress Exhibition. A full list of equipment is available from their website.

Please complete and return the Furniture Order Form directly to Europa by Friday 27 January.

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 27 January.

Please note that companies who fail to complete and return the Health and Safety Declaration will not be able to exhibit at the Congress.

Hotel Booking Information

The official Congress hotel is the four-star DoubleTree by Hilton Hotel London ExCeL, which is adjacent to ExCeL London.

HotelMap has been appointed to handle all Congress accommodation.

All room allocations are held up to 18 January 2017 (6 weeks prior to the start of the Congress). After this date negotiated ADI rates cannot be guaranteed.

Insurance

Exhibitors are responsible for the security of their own stand, samples, exhibits, and for their own appropriate insurance cover for build-up/Break-down days in addition to the exhibition open days.

Lectures/presentations

Exhibitors may present lectures or give presentations on their stands during the scheduled catering breaks. Any Exhibitor wishing to do so is requested to submit full details of the lectures/presentations including timings to the Organiser before Friday 2 December 2016 for approval.

The safety of delegates requiring access through the gangways must not be compromised and the Exhibitor must manage crowd control appropriately. ADI reserves the right to stop a lecture/presentation if in its view the lecture/presentation is proving disruptive to the Exhibition.

Note that any companies organising lectures at a London venue which coincide with any of the Congress lectures (including the corporate forums) will not be allowed to participate in the Congress Exhibition.

Licences (copyright)

Any exhibitor who wishes to have any type of pre-recorded, video or live music on their stand, for which they do not have copyright permission to use, must contact PPL/PRS to apply for the appropriate licences:

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

PRS Licence
t: 020 7580 5544
e: musiclicence@prs.co.uk
w: www.prsformusic.com

Loading/Unloading

Follow the signs for Sandstone Lane, sat nav postcode E16 1WW, and report to the Traffic Administration Office. The ExCeL London traffic marshall 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, and please note that the unloading times are as follows:

Car 15 minutes
Transit type vehicles 30 minutes
7.5 tonne 45 minutes
Artic 90 minutes

Parking Information - Lorry/transit type vehicle parking is free of charge during build-up and break-down days but not during event open days. Parking is subject to availability and is located in the north-west lorry park on Seagull Lane (adjacent to the DLR tracks). For all other vehicles parking is available in the ExCeL Undercroft car park, sat nav postcode E16 1DR. There are 3,070 parking spaces at a £20 flat tariff for up to 24 hours. All onsite parking is pay and display, and all machines accept cash and credit card.

Please refer to build-up section for access times, as they vary depending on your stand type i.e. space-only or shell.

Name Badges

There are limitations to the number of stand personnel and this is dependent on the size of your exhibition stand booking, at any one time you are permitted stand personnel as follows:

24sqm Space-only is limited to eight stand personnel at any one time
9sqm Shell Stand is limited to three stand personnel at any one time
6qm Shell Stand is limited to two stand personnel at any one time

Name badge must be requested in advance for admission to the ExCeL London during the Congress. Please complete the name of every stand personnel who will require access by completing online the Name Badge Form by Friday 27 January.

Please note, stand personnel must be employed by the exhibiting company. Any dental professionals registered with the GDC, or relevant overseas body, whom you wish to be included on your list of stand personnel must be registered as Congress delegates.

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 1 March 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. If the issue is not rectified, the organiser reserves the right to ask the Exhibitor to switch off the amplified sound.

Opening Timings

Exhibition opening timings will be as follows:

Thursday 2 March 1200-1900
Friday 3 March 0800-1730
Saturday 4 March 0800-1230

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. Any costs incurred by the Organiser in removing or storing items and cleaning gangways shall be paid by the Exhibitor to the Organiser on demand.
There are no storage facilities available on-site.

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 1 March 1600-1800
Thursday 2 March 0700-1730
Friday 3 March 0800-1730
Saturday 4 March 0800-1230

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 2017 Congress Exhibition. All delegate name badges will have a barcode and handheld scanners can be purchased in advance from Index.

Please note that delegates at the point of Congress registration may opt out of providing consent for their contact details to be supplied to companies who have scanned their badge. Each exhibiting company will be emailed the delegate contact details no later than 5 working days after the Congress.

Please complete and return the Visitor Data Capture order form directly to Index by Friday 27 January.

Shell Stand Contractor and Services

Index Group
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 2017 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 27 January.

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

Congress Drinks

Thursday 2 March 17:30-19:00
Exhibition Hall

Exhibiting companies will be entitled to the following number of complimentary Congress Drinks tickets:

24sqm Space-only is entitled to eight complimentary tickets.
9sqm Shell Stand is entitled to three complimentary tickets.
6qm Shell Stand is entitled to two complimentary tickets.

These complimentary tickets must be requested in advance. Please complete online Congress Drinks Booking Form of the stand personnel who wish to attend by Friday 27 January.

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 ‘License to Thrill’

Friday 3 March 19:30-midnight
National Maritime Museum, Greenwich, London

Exhibitors are welcome to purchase a maximum of two tickets per company for the Congress Dinner.

Please complete online Congress Dinner Booking Form for stand personnel who wish to attend by Friday 13 January.

Tickets cost £95 per person and must be purchased in advance. The ADI will invoice for tickets, which must be paid by Friday 13 January. 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 no seating plan.

Sponsoring Opportunities

The ADI welcomes support from exhibitors for Congress activities. 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/Private Functions

Any food or beverage served on stands must be purchased via the ExCeL London Hospitality and not bought independently. Please complete the online Stand Catering order form and submit your stand catering order by Friday 27 January.

Please note, exhibitor-sponsored private functions must be held during the Congress scheduled catering breaks, and must be within the confines of the stand.

Any exhibitor-sponsored private functions between 0800 on Thursday 2 March and 1230 Saturday 4 March but outside of the congress opening hours must 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 during build-up and break-down.

Travel

By Car: ExCeL London is accessible from many of the main routes into London including the M25 and M11, the North Circular, the A406 and A13. As you get closer pick up signs for Royal Docks, City Airport and ExCeL.

Parking Information - if you are using a sat nav use this postcode E16 1DR to get you to the ExCeL Undercroft car park, and make use of 3,070 parking spaces at a £20 flat tariff for up to 24 hours. All onsite parking is pay and display, and all machines accept cash and credit card.

By Rail: London is connected by rail to all major cities with frequent services to all corners of the country. London's main rail stations are:

Charing Cross (27 minutes from ExCeL)
Euston (32 mins)
King's Cross/St Pancras International (32 mins)
Liverpool Street (26 mins)
Waterloo (18 mins)

All of these London train stations have transport links, which will take you to ExCeL London.

By Tube, DLR and Overground: The Jubilee Line and the DLR are the quickest routes to ExCeL London. Alight at Canning Town on the Jubilee Line and change onto a Beckton-bound DLR train for the quick three-stop journey to ExCeL: Prince Regent for ExCeL (for the east entrance and the ICC London).

By Air: London has six international airports, but if you are flying into the capital to attend an event at ExCeL, we recommend using London City Airport, as it is less than a mile from the venue. From London City Airport, it takes just 5 minutes by taxi or 15 minutes by DLR (Docklands Light Railway) to get to ExCeL.

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 the site at the end of build-up or break-down. 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 from Wednesday 1 March.
Hardwired connections are available. Please email ExCeL London’s IT & Communications team directly on services@excel.london by Friday 27 January.

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