Wednesday 17 February pm 4.00 pm Industries Hall, RDS, Ballsbridge, Dublin D04 E6N6

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1 exhibitor manual Wednesday 17 February pm 4.00 pm Thank you for booking your stand at the GRADchances Language Fair Please find enclosed all the information you will need for the day of the fair. 1. Set-up and access...2 a. Set up b. Closing the fair c. Delivery information* d. Car parking e. Refreshments and lunch f. Exhibitor distribution of food and beverage products 2. Travel and accommodation Exhibitor hints and tips Delivery documentation...6 Date Wednesday 17 Feb 2016 Opening times Set-up access Break down am 4.00 pm am am 4.00 pm 5.00 pm Contact us I hope you find this exhibitor manual a useful source of information, however if you have any questions please let me know, Event organiser: Alannah McGhee Contact number: +353 (0) Mobile number: +353 (0) (please use for the day of the fair) alannah.mcghee@gradireland.com 1

2 exhibitor manual Wednesday 17 February pm 4.00 pm set-up and access We would therefore encourage those booking flights, trains etc to allow enough time to enable them to stay until the end of the event. Please allow sufficient time to be able to get to your mode of transport: Dublin Airport 16km Taxi/Bus 30 min Heuston Train Station 6km Taxi/Bus 25 min Connolly Train Station 4km Taxi/Bus/Dart 20 min Busarus Bus Station 4km Taxi/Bus/Dart 20 min Deliveries If you are sending materials/literature etc to the venue, they can arrive no earlier than the day before the event, Tuesday 16 February. The RDS will not accept deliveries before this date. We recommend that you send your materials via courier, and request that the items be signed for on arrival. If you have any items to be delivered you must clearly mark all items with your company name and send them to: (premade delivery document is a separate attachment) Set up Stands must be set up 30 minutes prior to opening and must be clean and in good order. When you arrive a member of our team will greet you and direct you to your stand. In order to comply with health and safety regulations all items must be kept inside your allocated stand space. Break down will commence when the fair is closed at 4.00 pm and all visitors have left the building. Closing of the fair Due to health and safety regulations, exhibitors must not start the breakdown of their stand before 4.00 pm. We understand the exhibition can be a long day, however we would encourage all exhibitors to stay until the end of the event. It can be very frustrating for attendees if an exhibitor they wish to see has left early. Alannah McGhee, Event Assistant GRADchances Language Fair 17 February 2016 Organiser s Office, Industries Hall, RDS, Ballsbridge, Dublin D04 E6N6 Please note that every year companies have encountered problems with couriers. It is of vital importance that you instruct your couriers to deliver directly to the Organiser s Office and make sure they obtain a signature. Please supply your couriers with our office number, +353 (0) , and ask them to call us should they encounter any difficulties. We would also recommend that you bring some copies of your handouts/application forms etc with you as you travel (in a carry-on bag for example). Items being collected from the venue should be collected and removed from the RDS before 6.00 pm on the 17 February. The RDS will not take responsibility for any items left in the venue after this time. 2

3 Wednesday 17 February pm 4.00 pm set up & access cont Car parking Parking permits will be sent to you one week prior to the event as requested on the requirements form. If it is deemed too late to send the parking permits these can be collected on the day of the event from the organiser s office. Please use the Anglesea Road entrance and display your permit on your windscreen at all times. Refreshments and lunch Coffee and tea will be available from am and you will be provided with water on your stand. Lunch will be available between 1.00 pm and 3.00 pm in the Exhibitor s Lunch Area. Your lunch vouchers will be handed to you on the morning of the fair. Please bring your lunch vouchers with you when you are having your tea and coffee and also for your lunch break. Exhibitor distribution of food and beverage products Please be aware that the RDS have strict guidelines for the distribution of food and beverage products for sampling at an event. Exit samples Samples of products in portions bigger than those listed above, may be distributed to visitors as they leave the event, on the understanding that these samples may not be consumed on site. This would apply to goodie bags containing a variety of free products. Breach of conditions Should an exhibitor breach these Terms and Conditions, the RDS will have the offending exhibit/s cease carrying on business at the event, in whatever manner it deems appropriate. If you would like to distribute food and beverage products larger then the sample sizes outlined, permission must be sought from Hospitality Options (RDS Caterers). Please contact the event organiser, aisling.carroll@gradireland.com, if you would like an application submitted on your behalf. The RDS will allow the following maximum sample sizes only: Beverages in containers/portions no bigger than 3 fl. oz or 85ml. Bite size portions of food. Individually wrapped items. 3

4 Wednesday 17 February pm 4.00 pm travel and accommodation Transport (Information taken from the RDS website The RDS is on main roads and is accessed by excellent public transport services: buses, suburban rail (DART) and aircoach. From Dublin Airport The RDS is only 16 km from Dublin Airport. The aircoach will take you from directly outside arrivals and drop you directly outside the Main Entrance RDS. You can buy tickets at the bus stop at the airport. A return ticket is 12. Taxi Use the Anglesea Road entrance for access to the Industries Hall. Taxis can also be hailed easily on the Merrion Road. Suburban Rail The RDS is only a short walk from the Lansdowne Road and Sandymount suburban rail (DART). Main Train Lines There are two main train stations in Dublin: Connolly Station and Heuston Station. You can connect to the DART directly from Connolly Station. From Heuston Station you can catch one of the buses/luas services to Connolly and take the DART from there. See Accommodation We would generally recommend the Herbert Park Hotel which is just beside the RDS. See Other hotels nearby are: Bewleys Hotel also beside the RDS Hilton Hotel Dublin approximately 10 15minutes from RDS by taxi, approximately 25 35minutes walk. Mespil Hotel (Ballsbridge) approximately 5minutes by taxi, approximately 15minutes walk. Home from Home Apartment available approximately 5 10 minutes walk from the RDS. 4

5 Wednesday 17 February pm 4.00 pm exhibitor hints and tips 1. Make a good first impression; students base their opinion of your company on YOU. 2. Have two people minimum staffing the exhibit. 3. Wear name badges prominently. 4. Listen carefully, ask visitors what their name is, what they are studying, when they anticipate graduating and what type of job they are looking for. 5. Be knowledgeable; know your product(s)/service(s), organisational structure, contact names/titles, to help assist and determine where students might fit best. 6. Visitors prefer a short overview of what you have to offer; prepare a script. 7. Ensure the exhibit is staffed at all times; an empty booth conveys a lack of interest. 8. Don't wait for visitors to approach you; be friendly and sincere. 9. Be honest about what your organisation has to offer 10. Take brief breaks; walk around to keep back and feet from hurting; visit refreshment areas. How to best promote your stand Develop a marketing and retention piece that will ensure students stay at your stand rather then moving to a competitors stand. Prepare a list of questions that you can ask students to understand what their motivations are, which will enable you to provide information to make their decision easier. Have a method of capturing student s data. Decide if you will be running a competition to drive students to your stand if you are please let me know and I will promote this prior to the fair Ensure that when your representatives are at the fair that they are approachable and engaging. The stand should be set in a way that there will be no physical barriers between your representatives and the attendees. Please avoid sitting behind the table at the stand for the majority of the fair. 5

6 Instructions for deliveries to the RDS Name of organisation representative collecting delivery on site Organisation name Contact number Name of the event GRADchances Language Fair Date of the event 17 February 2016 Event coordinator Hall name Alannah McGhee Industries Hall Stand number if known Number of packages Delivery address Special instructions Organiser s office Industries Hall RDS Merrion Road Ballsbridge Dublin D04 E6N6 Ireland