ORGANISERS & SUPPLIERS

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1 General information for ORGANISERS & SUPPLIERS This pack contains information you will need to help plan your event

2 CONTENTS EVENT & VENUE INFORMATION Getting to the Vox Parking at the Vox Your Team at the Vox Vox Graphics Team Vox Foyer Cloakroom Wi-Fi Services Exhibitors Accessibility RESORTS WORLDS & NEC SITE INFORMATION Prayer Room Smoking Policy Deliveries Onsite Storage Resorts World Guest Services HOUSEKEEPING, HEALTH AND SAFETY Housekeeping Notes Health and Safety Documents for Exhibitions / Large Events Fire Risk Assessment Rules Risk Assessments for Dinners Specific Items of Risk Waste Disposal Damages Medical Provisions Your Experience

3 EVENT & VENUE INFORMATION Please note that it is your responsibility as an organiser to read and understand the following information and forward this to any third party suppliers who may be working with you at the Vox during your event

4 Getting to the Vox Conference Centre The Vox Conference Centre within Resorts World Birmingham is located on the NEC site, next door to the Genting Arena overlooking the Pendigo Lake. The Vox is easy to find and its location is at the heart of the UK s transport network, just eight miles east of Birmingham City Centre by road and a 10 minute train journey. Arriving by car The NEC and Birmingham International Airport is signposted from all motorways and major routes including the M42,M40 and M6. The Vox Conference Centre postcode is B40 1PU. Arriving by train The Vox is less than a 15 minute walk from Birmingham International railway station and is only 70 minutes by train from London and 10 minutes by train from New Street Station in central Birmingham. From the station, follow signs for Resorts World & the Genting Arena. Arriving by air Simply take the free and fast Air-Rail Link to Birmingham International railway station and then its just a short 15 minute walk through the NEC to the Vox. The Air-Rail Link runs every 2 minutes and takes just 90 seconds to reach the NEC. Way finding Upon arrival at the NEC site, please follow signage for Resorts World Birmingham as Vox signage will be introduced at the entry to the Resort World Complex. The Vox Conference Centre is located on level 2 of Resorts World. Parking at the Vox On-site parking requirements will be discussed with you during the planning process as these are event specific & subject to availability. Your Team at the Vox Your Logistic Event Manager will meet you in the planning stages to devise a bespoke schedule based on your requirements helping you to maximise the venue, facilities and additional services and expertly manage the delivery of your event on the day. Your Vox Hospitality Manager on behalf of Amadeus, will work with you to look after all your hospitality needs, offering expert advice on planning, theming, menu creation and wine selection. Your Technical Event Manager will advise you and plan your technical requirements, offering a broad range of services including AV, lighting, sound and rigging to bring your event to life! The Vox Hosts are our trained team of customer care experts who are on hand to assist all visitors to the Vox. They will welcome your delegates and assist in directions, managing cloakroom items and luggage, checking badges, monitoring capacities and helping to evacuate the building in case of an emergency. The number of hosts assigned to your event depends on the number of delegates in attendance along with the number of suites in use. You can hire a Vox Host to assist with additional duties such as scanning badges, registration and bag packing at a cost of 14 per hour on a minimum 4 hour call. The Vox Furniture team ensure all rooms are set up exactly as you need them and the Vox Cleaning team will regularly check and clean areas during your event. They also offer additional cleaning and waste management services should you require them and your Event Manager will advise you of associated costs. During your event, the Vox Maintenance team will work in the background to ensure the building is in perfect working order for your event.

5 Vox Graphics Team The Vox has its own Graphics team with a wealth of experience offering a quality service. Our team can advise which packages would provide best value whether you want to raise the profile of your event, direct delegates around the conference centre or to display information during an event ranging from freestanding signs, hanging banners, display boards and directional signs. They will work with you to find the solution to best suit your budget and are happy to provide no obligation quotes. In addition to the range of printed graphics products, digital signage is versatile in displaying more detailed information and a range of content types. We can work with you in creating your presentations for these screens or use those you provide. Please note in order to allow for scheduling of these screens we request that content be submitted 10 working days prior to your event. Additionally we request that any printed signage is also submitted 10 working days prior to your event as printing facilities are not on site at the Vox. All signage supplied by the Vox Graphics team will be disposed of at the end of your event therefore please advise your Graphics Coordinator prior to the event if you wish to take the signage away. Vox Foyer The Vox foyer area is a stunning, versatile space overlooking the Pendigo lake and your Event Manager will work alongside you to maximise the space within this area. The foyer area can be set out in a range of combinations to meet all of your event needs for delegate registration, catering and table top exhibition stands whilst at the same time, ensuring the safe access & egress of your delegates. Cloakroom The cloakroom is located within the Vox foyer and the cloakroom is only open upon request. Bearing this in mind we recommend that you use it for events with more than 100 delegates. The cloakroom can be operated on an account or cash basis as follows: Account You pay for cloakroom hosts at a rate of per hour on a minimum of a 4 hour call, your Event Manager will advise you on the number of cloakroom hosts required for your event Cash Your delegates pay 1.00 per item. (minimum attendance applies) Wi-Fi Services A complimentary Wi-Fi service is available in all Vox suites and foyer areas of the Vox, intended for intermittent delegate use and can support a limited number of devices. The complimentary WiFi service is not recommended for exhibitions or if you will have heavy usage, as it is not supported due to the amount of traffic that could connect at any one time. The Vox Event IT team can create a reliable WiFi solution to meet your needs which will be fully supported and more specific should your event require this. It can also provide an opportunity for you to work with sponsors by having custom SSIDs, passwords and landing pages and your Technical Event Manager will be able to advise you about the options available.

6 Exhibitors A separate Exhibitor Manual is available and your Event Manager will discuss all relevant items with you during the planning stage. Exhibitors will need to allow plenty of time for set up and deliveries, as all drop offs need to be scheduled into the loading bay area of Resorts World via an allocated time slot. Deliveries must arrive just in time for their allocated time slot as there is no waiting / parking on the NEC campus and deliveries can only be accepted during the tenancy time of your event due to limited storage areas in the Vox. On arrival to Resorts World Birmingham, the delivery vehicle will need to check in with the Resorts World Control Room and park the vehicle in the allocated parking zone as advised. Accessibility As a new, purpose-built venue, The Vox has incorporated into the design, not only the legislative requirements for accessibility, but also a desire to make the venue as physically and emotionally welcoming for all as possible Some of our Accessibility features include: Wheelchair access into and throughout the venue Disabled parking spaces (speak to your Event Manager for location details) Bathroom facilities Infra-red hearing loops Emergency response features Regular staff-training and emergency evacuation drills The service yard has adequate signage in place to direct the delivery driver to the location of their delivery and all items must be moved to the Vox immediately. Once off loaded the driver is to leave the Centre without delay as there will be other vehicles booked in for their allocated time to offload. Kindly note the Vox does not accept responsibility for items left in the loading bay area. Additional resources can be booked through your Event Manager should you require portering services, for large events we would highly recommend this. Please note that any items left at the end of the event tenancy will be disposed of.

7 RESORTS WORLD & NEC SITE INFORMATION

8 Prayer Room The NEC near to Resorts World has a Multi-Faith Prayer Room available for prayer, reflection or meditation located on the Piazza near to Halls 1-5, next to the chaplaincy office (by Subway). It has a washing facility, prayer mats, holy books and other resources for prayer which have been donated by representatives of local faiths. Smoking Policy Smoking is not permitted within the Vox and any smokers will be directed outside of the main building to the designated external seating areas of the Lower Ground floor restaurants overlooking the lake. E-cigarettes are also not permitted anywhere within the Vox Conference Centre or Resorts World building. For reference there will also be external terraces within a number of the food & beverage outlets where smoking is permitted for their customers. Deliveries Deliveries to site are only permitted during tenancy times and will only be accepted if the client is available to sign for packages as the Vox Conference Centre may not be manned at the point of delivery. Additionally the Vox is unable to accept any liability for items after delivery and it is the responsibility of the individual organiser/stand holder to arrange their own courier for any deliveries / collections on the day of the event within tenancy times. All deliveries should be clearly marked with the event title, date, full Vox address and couriers will need to be provided with further instructions. Kindly note that neither the Vox or the Resorts World complex has a Goods Inwards facility therefore items cannot be left for collection after an event / close of tenancy time. Please refer to the document titled Delivery Information for Events at the Vox for more detailed information and discuss any queries with your Event Manager. On Site Storage & Porters The Vox Conference Centre has very limited on-site storage available and all tenancy areas must be clear at the end of the event. Any items left over will be disposed of by the venue due to lack of storage but also to make way for incoming events. For large tenancy bookings such as exhibitions, it is recommended that clients book additional Vox staff to assist with the arrival / departure of exhibitors and to assist with exhibitors goods as the distance from the goods lifts to the entry point of the Vox is 150 meters. Porters can be pre-ordered from your Event Manager at a cost of VAT per hour (minimum 4 hour consecutive call). This service is strongly recommended for any exhibitor load-ins and large deliveries to ensure there are no delays to the start of your event and to assist your exhibitors. Kindly note this service is only available if pre-ordered. Resorts World Guest Services Guest Services will be open from 9am 11pm in the Resorts World complex and poly touch information screens will also be sited throughout the venue should any of the attendees require information about the Resorts World Complex. Additionally members of the Guest Services team will be visible throughout Resorts World. The Resorts World Guest Services team are offering the following facilities, should your delegates require them: Bureau De Change Mobility Equipment Phone Charging Lost Property Resort World Car Park Pay Machines Lockers Taxi Booking Service Tax Free Shopping Polytouch Information Kiosks

9 Lift Information From the loading bay take goods lifts No8 or No9 to the second floor When out of the lift turn left and follow the corridor until you arrive at the rear entrance to the Vox Kindly note this distance is 150 metres Lift Dimensions Internal 2500mm x 3200mm x 3000mm high Door opening height is 2300mm and the door opening width is 2200mm Weight Capacity, 26 person 4000kg

10 HOUSEKEEPING, HEALTH & SAFETY

11 Housekeeping Notes Due to the high-level finish in the Vox, please be aware that it is not permitted to affix anything to the fabric / glass of the building (no blu-tak, pins etc), and that any signage brought onto site must be freestanding, of a professional quality and must be sited within the Vox, in accordance with the Vox s fire evacuation procedures. Specific approved locations within the Vox will be confirmed by your Event Manager. Health & Safety Documents for Exhibitions / Large Events For all relevant risk assessment documentation and guidelines visit: In accordance with the Health & Safety at Work Act 1974, and the Management of Health & Safety at Work Regulations 1999, the event organiser and exhibition contractor must supply the Event Manager with: A copy of their organisation s H&S policy statement A Method Statement for work being undertaken as well as a Safe System of Work document to highlight the control measures being put in place in a written format A suitable and sufficient risk assessment/s to cover the event as a whole this should be made available at least 14 days prior to the start of the event, in case of any query, and should examine all potential risks to exhibitors, staff, Vox staff and delegates. Fire Risk Assessment Rules 1. The Customer shall appoint a Responsible Person in accordance with the Regulatory Reform (Fire Safety) Order 2005 (RRFSO). 2. The Customer s Responsible Person shall work in conjunction with the Vox s Nominated Person. 3. The Customer must ensure a fire risk assessment is undertaken prior to the commencement of the Open Period. 4. The fire risk assessment must consider all individuals who may be affected and pay particular attention to those at special risk - such as the disabled and other vulnerable groups including new and expectant mothers. 5. The fire risk assessment must also make provision for any dangerous substances liable to be introduced onto the premises as part of the event. 6. An involvement in fire precautions is the responsibility of the Customer and its partners together with all persons with management responsibility. 7. The Customer must at all times abide by these requirements and follow the procedures laid down by Vox Fire Safety Arrangements. In addition, the event organiser should obtain a risk assessment from each exhibitor plus any additional contractor/s, which must be brought onto site and be available for viewing in case of any query from H&S advisors or local authority inspectors. For further assistance with the completion of risk assessments, please visit: Please note that children under the age of 16 are not permitted into the Vox during the build-up and breakdown periods. Minors under the age of 18 are also not permitted to purchase beverages (alcoholic or non-alcoholic) from any bar, and must remain clear of all bar areas.

12 Risk Assessments for Dinners A risk assessment and proof of 5 million public liability insurance is required for dinner entertainers and this should be made available to your Event Manager during the planning stage in case of any query and should examine all potential risks to guests, other acts, Vox staff and the organisers. Furthermore, in accordance with the Health & Safety at Work Act 1974, and the Management of Health & Safety at Work Regulations 1999, the event organiser and any additional production company or contractor must supply the Event Manager with: A copy of their organisation s H&S policy statement A Method Statement for work being undertaken as well as a Safe System of Work document to highlight the control measures being put in place in a written format A suitable and sufficient risk assessment/s to cover the event as a whole this should be made available during the planning stage of the event, in case of any query, and should examine all potential risks to staff, Vox staff and guests. Equipment brought onto site, including electrical equipment used by bands and DJs, must be suitable for use and properly maintained. 2 x 13 amp sockets are included onstage in a catering rental, and additional power must be pre-ordered via your Event Manager at an additional cost. If providing your own table centres or novelties, please advise your Event Manager with information on what you are supplying and all supplier contact details.. Any table centres and novelties that are deemed unsafe by the Event Manager or Health & Safety Officer will not be permitted to be used and if you are providing your own table linens, chair covers or drapes, a copy of the fire retardancy certificate should be provided to your Event Manager. A flame test may be requested onsite to ensure all materials are fire retardant, and any materials that are deemed unsafe by the Event Manager or Health & Safety Officer will not be permitted to be used. Please advise your Event Manager if strobe lighting is to be used so appropriate warning signage can be positioned. Specific Items of Risk For all relevant documentation and guidelines about specific items of risk visit: health-safety-fire The use of pyros and lasers for events is subject to the exploration of the suitability for the venue & completion of the Vox pyro / laser questionnaire / full risk assessments to the satisfaction of the NEC Group H&S Advisor. Full documentation must be provided at least 3 weeks prior to the event and sent to your Event Manager, who can supply the questionnaire on request for completion. Proof of 5 million public liability insurance is also required. An on-site pyro/laser check will be required to assess suitability for the venue, which will be carried out at an agreed time by the NEC Group Fire Officer or approved external company, especially considering the height of the Vox ceilings. The qualified individual carrying out the onsite check has full and final authority in granting permission for pyros/lasers to be used during the event, and may impose additional set conditions as required. Any costs incurred by the Vox to provide any checks will be recharged to the client. Waste Disposal As a client, you are responsible for all waste related to your event. Although any general paper or cardboard waste can be disposed of by the individual exhibitors (or marked up for recycling within the Vox, where we can remove it for you) in the recycling unit in the bay areas of Resorts World, all other waste needs to be disposed of responsibly. Our cleaning contractors are able to hire in skips of varying sizes to accommodate your waste, particularly that resulting from large stage sets or exhibition build/breakdowns. Please liaise with your Event Manager regarding such costs.

13 Damages Organisers will be charged if any event-related damage occurs to the Vox Conference Centre such as carpet tile strips being damaged beyond repair, wall coverings being ripped, excessive liquid spillages, tears during exhibition build / breakdown etc. Should your event include items that require a heavier cleaning service than what is included within your package, your Event Manager will discuss the dilapidation with you along with charges for a more tailored cleaning service. Medical Provisions Our security staff & hosting team will have basic first aid training in the instance your guests require medical assistance and the relevant personnel will attend and/or request a paramedic. Vox Hosts should also be advised of all accidents on site within the Vox to ensure they are properly recorded but also to ensure the safety of all delegates in attendance. Finally...Your Experience An unsurpassed reputation for excellence, our people are our heartbeat! From our friendly Vox Hosts to our Security, Event Management, Hospitality, Technical, IT, Maintenance and Cleaning teams everyone is committed to delivering truly exceptional service. With customer satisfaction at the heart of all we do, you can relax and enjoy your event, knowing you are in safe hands. Purpose-built facilities coupled with an expert team, ensures that we can deliver any style of event. Whether it s a board meeting for 8, a corporate banquet for 350 or an association event for over 800, we have the necessary expertise and equipment to bring your event to life and deliver a memorable experience for your guests. We look forward to working alongside you at the Vox Conference Centre. If a Guest has an accident within the common areas of the Resort World Centre, please advise your Event Manager as they will need to inform the Resorts World Control Room.

14 The Vox Conference Centre, Resorts World Birmingham, Pendigo Way, Birmingham B40 1PU thevoxcentre.co.uk