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A to Z Guide for Exhibitors

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 and should then remain seated for the duration of the session, and only move during scheduled catering breaks, to ensure there is no disruption to speakers and delegates.

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 (except assistance animals), wild or domestic, to be permitted on the premises.

Audio Visual Services 

Cameron
Block 3, Unit 4
Peffermill Industrial
Estate
Kings Haugh
Edinburgh EH16 5UY

t: 0131 652 6007
e: edinburgh@wearecameron.com
w: www.wearecameron.com

Cameron is the appointed official Audio Visuals supplier for the 2019 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 and send directly to Cameron by Friday 15 March.

Build-up

The Exhibition Hall (Lennox Suite) 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 10:00-22:00
Exhibitor personnel for shell stands 14:00-22:00

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 22:00 on Wednesday 1 May, ready for Exhibition opening at 08:00 on Thursday 2 May 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 13:00 on Saturday 4 May.

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 20:00 on Saturday 4 May. Any items left are not the venue's responsibility and will be disposed of by the venue. Any costs incurred by the Organizer 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 by Friday 1 February with details of the contractor who will be responsible for supervising the build. The contractor may need to be contacted directly by the ADI regarding the stand build.

Build contractors will need to submit proof of £5,000,000 minimum public liability insurance (copy of a certificate valid for event period), detailed plans of the exhibition space-only stand including 3D technical plan drawing, method statement and risk assessment sheet on behalf of the company to the ADI no later than Friday 1 February. These documents will need to be approved by the Organizer’s Health and Safety Advisor and the EICC.

Carpet

The Exhibition Hall is 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 May – Exhibitors
07:30-08:00 tea/coffee/pastries
09:45-10:15 tea/coffee/biscuits
11:30-12:00 tea/coffee
14:30-15:00 tea/coffee/biscuits
Friday 3 May – Exhibitors
07:30-08:00 tea/coffee/pastries
10:00-10:30 tea/coffee/biscuits
12:00-12:30 tea/coffee
14:30-15:00 tea/coffee/biscuits
Saturday 4 May – Exhibitors
07:30-08:00 tea/coffee/pastries
10:00-10:30 tea/coffee/biscuits

Catering Vouchers – lunch (optional)

Catering vouchers are available for stand personnel at £65 per voucher 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 15 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 15 March.

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

Thursday 2 May – Exhibitors
11:30-12:00 pre-ordered 2-course hot fork buffet
Friday 3 May - Exhibitors
12:00-12:30 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 booking may opt out of providing consent for their contact details to be supplied to exhibiting companies.

Deliveries and Collections

All deliveries to the EICC will be accepted from 10:00 on Wednesday 1 May. Please ensure that all packages are clearly marked with the following:

Company Contact Name and Mobile Number
Company Name / Stand Number
ADI Team Congress 2019
c/o Edinburgh International Conference Centre
The Exchange
Loading Bay
Off West Approach Road
Edinburgh EH3 8EE

If you need to deliver prior to these times, we recommend that you contact the appointed official logistics contractor, Index Logistics who can store items onsite and then deliver them to the Exhibition Hall when your build commences.

All collections will need to be made before 20:00 on Saturday 4 May.
If you are unable to schedule a collection during the specified times, Index Logistics can store items onsite until they can be picked up.

Please see details for Index Logistics under Logistics.

Electrical Contractor

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

Index is the appointed official electrical contractor for the 2019 Congress Exhibition. Index will supply two spotlights and one 500w power socket for shell stands - 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 15 March.

Florist

Roseparks
Units 18/19
32 Dryden Road
Loanhead
Midlothian EH40 9LZ

t: 0131 440 2444
e: enquiries@roseparks.co.uk
w: www.roseparks.co.uk

Roseparks is the florist suggested by the EICC. Please place orders directly with Roseparks.

Furniture Contractor

Europa International
Europa House
Meaford Way
London SE20 8RA
t: 020 8676 0062 
e: sales@europainternational.com
w: www.europainternational.com

Europa International is the appointed official furniture contractor for the 2019 Congress Exhibition. A full list of equipment is available from their website.

No furniture is provided on your stand, this will need to be purchased in advance from Europa International.

Please complete and return the Furniture Order Form directly to Europa by Friday 15 March.

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 Form by Friday 15 March.

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 five-star Sheraton Grand Hotel & Spa, Edinburgh, which is adjacent to EICC, Edinburgh. Preferred rates have been secured and are held up to 8 weeks prior to the start of the Congress. After this date negotiated ADI rates cannot be guaranteed. See Congress website for further information. 

HotelMap has been appointed to handle all other Congress accommodation.

Insurance

Exhibitors are responsible for the security of their own stand, samples, exhibits, and for their own appropriate insurance cover for build-up and 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 Organizer before Friday 1 February 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 an Edinburgh 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

The entrance to the building is via the EICC loading bay. See address and a map detailed below:
EICC Loading Bay
Off West Approach Road
Edinburgh EH3 8EE

If you are heading East – drive straight on to Lothian Road, turn left. Keep in inside lane passing Sheraton Hotel, turn left onto Western Approach Road and at the second set of lights turn left.

If you are heading West - drive straight down Morrison Street, turn left onto Western Approach Link, turn left onto Western Approach Road, at the first set of lights turn right.

The loading bay is the double set of roller shutters.

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

Parking Information - Parking for lorry or transit type vehicles is not provided at the EICC. The Loading Bay is available for loading and unloading only so vehicles must unload and then vacate the Loading Bay. The nearest parking for lorry or transit type vehicles is as follows:

Pringle’s Coach Park
70-74 Bangor Road
Edinburgh EH6 5JU

t: 0131 554 1317 or 0777-099-1916
e: jim@pringlescoachpark.com
w: www.pringlescoachpark.com

Logistics

Index Logistics
Unit 9, Stort Valley Indstrial Estate
Stansted Road
Bishop Stortford
Hertfordshire CM23 2TU

t: 020 8016 7148
e: logistics@indexgroup.org 

Index Logistics is the appointed official logistics contractor for the 2019 Congress Exhibition. Index logistics offer the following services:

  • Air, sea, road and courier
  • Customs clearance
  • Pre and post show warehousing
  • Fork lifting on-site during build-up and break-down
  • Empty case storage

Please complete and return the Logistics Order Form directly to Index Logistics by Friday 15 March.

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 badges must be requested in advance for admission to the EICC during the Congress. Please complete the name of every stand personnel who will require access by completing online the Name Badge Form by Friday 15 March. 

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 booked 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 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. If the issue is not rectified, the Organizer reserves the right to ask the Exhibitor to switch off the amplified sound.

Opening Timings

Exhibition opening timings will be as follows:

Thursday 2 May 08:00-19:00
Friday 3 May 08:00-17:30
Saturday 4 May 08:00-12:30

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

Photography, filming and mobile phones

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.

Exhibitors must not take photographs, make audio or video recordings in the auditorium or other meeting rooms during Congress sessions.

Exhibitors must not include delegates in any photographs, audio recordings or video recordings on their Exhibition stands, without first having obtained permission from the delegates concerned. 

Mobile phones must be switched off whilst in the main auditorium, to ensure there is no disruption to speakers and delegates.

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 May 16:00-18:00
Thursday 2 May 08:00-17:45
Friday 3 May 08:00-17:30
Saturday 4 May 08:00-12:30

Scanner Contractor 

Index Group
59 Pound Street
Carshalton
Surrey
SM5 3PG
t: 0845 6123640 
e: registration@indexgroup.org 
w: www.indexgroup.org/

Index is the appointed official handheld scanner contractor and on-site registration services for the 2019 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 15 March.

Shell Stand Contractor and Services

Index Group 
1 Lomax Street
Radcliffe
Manchester M26 1PX
t: 0800 085 9885 
e: admin@indexgroup.org
w: www.indexgroup.org/

Index is the appointed official stand contractor for the 2019 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 15 March.

Shell Stand Dimension

Dimensions and further layout information for the two types of SUPERIOR FITZIN Shell Stands can be found by clicking on each of these links: 6sqm Corner Stand and 9sqm Corner Stand.

Social Events

Congress Drinks

Thursday 2 May 17:45-19:00 
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 15 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

Friday 3 March 19:30-00:00
National Museum of Scotland, Edinburgh

Exhibiting companies will be entitled to purchase the following number of Congress Dinner tickets:

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

Please complete online Congress Dinner Booking Form for stand personnel who wish to attend by Friday 15 March.

Tickets cost £95 (inclusive of VAT) per person and must be purchased in advance. The ADI will invoice for tickets, which must be paid by Friday 15 March. 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 Leith’s at the EICC and not bought independently. Please complete the Stand Catering Order Form and submit directly to Leith’s by Friday 15 March.

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 May and 1230 Saturday 4 May 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

Non-combustible 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 Organizer considers will dominate, screen or obscure the view of other stands or which will exceed the allocated boundaries of a stand.

For shell stands: It is not permitted to convert a shell stand to a space only stand. Exhibitors with shell scheme stands must not extend their stands beyond the boundaries of the shell scheme provided. It is not permitted to have any element of the shell scheme removed (this is to ensure stability of the shell scheme structures and also to ensure consistency throughout the event). Raised floors are not permitted on shell scheme stands, and it is not permitted to lay carpet directly on top of carpet.

Storage

There is no arrangement for on-site storage. Please ensure all packaging is removed during build-up and break-down.

Travel

Venue: EICC Edinburgh, The Exchange, Edinburgh, EH3 8EE

By Car: EICC is right in the centre of Edinburgh. The main entrance is 150 Morrison Street – enter EH3 8EE into your satnav for the destination postcode. There are many car parks in close walking distance to the EICC. Please access the following links for further details:

By Rail: Waverley Station, approximately a 20 minute walk from EICC, is the city's main railway station and has direct routes to many cities across the country, including over 25 daily departures from London.

Haymarket Station is approximately a 5 minutes walk from EICC, and is a stop for many commuter and some UK train routes.  Please ensure that you check with your rail network provider to find out if your train will stop at Haymarket or Waverley.

By Air: EICC, Edinburgh is within 6 miles of Edinburgh International Airport, and the journey by taxi takes approximately 20 minutes.

There is also a frequent bus and tram service between Edinburgh Airport and the city centre leaving every 10 minutes; delegates are advised to disembark at Haymarket Railway Station and follow signs for EICC on foot (approximately a 5 minute walk).

Vehicles in the Hall

Exhibitors must seek the ADI’s approval by Friday 1 February if intending to display a vehicle on their stand.

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 May.
Hardwired connections are available. Please email Richard Lloyd directly on RichardL@eicc.co.uk by Friday 15 March.

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