Speedy Supplier Zone 23 rd September 2011-Telford International Centre Exhibitor Manual
MANUAL CONTENTS Page 2 Actions and deadlines Page 2 Exhibition location and timetable Page 3 Exhibitor Access Page 3 Breakdown Page 3/4 Exhibition stand information Page 4 Exhibitor name badge information Page 4 Furniture hire Page 4 Electrical information Page 4 Exhibitor insurance Page 4 Risk assessment Page 4 Cleaning and waste Page 5 Security and supervision Page 5 First aid Page 5 Transport and parking Page 6 Name board form Page 6 Exhibitor name badge form Page 7 Dinner and breakfast briefing registration forms Page 8/9 Risk assessment form Page 10/11 Awards and how to enter Page 12 View from the Front Page 13 Unloading details form Page 14 Exhibition power consumption guide Page 14 Health and Safety Page 15 Stand Construction Materials Page 16/17 Shell scheme schematic Page 18 Location map of Telford International Centre Thank you for booking a stand at the Speedy Supplier Zone on the 23 rd September 2011 at the Telford International Centre. This Manual will provide you with all the necessary information you will require to ensure your participation in the event is as smooth and successful as possible. If you have any questions or require any assistance please do not hesitate to contact us. ORGANISER DETAILS Mark Symons Operations Manager Telephone: 020 7921 9292 Mobile 07974 924425 Email: speedy@qrbt.com 1
ACTIONS AND DEADLINES Award Nominations See page 9 for details. Details to be returned by entry closure on 15 th July 2011 Registration Click this link REGISTRATION or by fax 0203 002 5630 or email to speedy@qrbt.com] Exhibition Submit names of all stand personnel for exhibitor badges Online or on page 6 by 26/08/11 Dinner Submit name[s] of dinner attendees. Online or on page 7 by 26/08/11 Breakfast briefing Submit name of breakfast attendee. Online or on page 7 by 26/08/11 Submit exact wording for name board fascia Form on page 6 by 26/08/11 Submit a risk assessment Form on page 8/9 by 26/08/11 Submit design plans (space only) by 26/08/11 Submit unloading details Form on page 13 by 26/08/11 Book any furniture hire items you require 08/09/10 Book any electrical hire items you require 08/09/10 EXHIBITION LOCATION AND TIMETABLE The exhibition takes place on Friday 23rd September 2011 at: Hall1, Telford International Centre, Telford, TF3 4JH Doors will open at 09.00 on the 23rd September and the show closes at 15.45. Build up is on 22 nd September from 13.00 (see Exhibitor Access). Breakdown will commence after the event closes on the 23rd. 2
EXHIBITOR ACCESS (Build up 22nd September) Exhibitors stands must be completed and manned by 08.45 on 23/09/11. The main set up time is from 13.00 20.00 on 22/09/11. No access will be permitted to the Hall for installation outside these set up times, unless by prior agreement with the organisers. Unloading will be by way of a 'timed schedule' from vehicles held in a 'holding area' and released by traffic marshals. You must ensure you have sufficient manpower and equipment to unload and take the equipment to your stand. A fork lift service is available (by pre booking), if you wish to use this or have any other questions then please contact us at speedy@qrbt.com See form on P 13 Exhibition Vehicle Passes will be issued (by email on or before 15 September) for goods vehicles. These will indicate time zones and the holding area for unloading, to ensure a safe and smooth build up. All Exhibitors must vacate the building by 20.00 on the 22nd, but will be allowed access to the venue from 08.00 on the day of the event (23rd) to make any final adjustments, additions etc. Exhibitors with space only stands bringing in heavy equipment are advised to contact us regarding unloading times. ON ARRIVAL AT Telford Vehicles unloading (goods vehicles) displaying the Vehicle Pass will be directed either to a holding area on arrival or direct to the unloading doors by traffic marshals. Exhibitors without bulky/heavy stand equipment those with fold up displays etc., and arriving by car, can obtain access during the build up times (13.00 20.00 on the 22nd) without a Vehicle Pass. In this case park up in car park 3 and enter the Hall via the venue s main entrance. Exhibitor passes will need to be shown. We regret that this cannot be done on the opening morning of the event as all stands need to be inspected on the 22 nd by our safety experts. BREAKDOWN Exhibitors can begin breaking down stands at 15.45. Full Breakdown details will be sent out by 16 September (by email). EXHIBITION STAND INFORMATION All stands and island sites have one standard power socket. 3x2 and 3x3 have 2 spotlights and 6x2 and 6x3 have 4 spotlights included. Shell Scheme Description: White PVC finish to walls Graphics can be applied using double sided Velcro or Blu tac. This will need to be removed from the wall on breakdown Please see the attached pdf for graphic sizes on the shell scheme As organisers we shall ensure that the Shell Scheme, standard electrical package and carpeting meets the requirements as required by the venue. If you are dressing your 3
stand you should ensure that all materials should conform to safety standards. See Page 15 for details. EXHIBITOR NAME BADGES In the interest of security, exhibitors are required to wear name badges throughout the duration of the event. Badges will be supplied on site to minimize loss or damage on 22 nd September at the Hall's entrance. For entry to the event on build up day for exhibitor staff, a 'pass' will be sent by email (by 14 September) with the Vehicle Pass. Please register at REGISTRATION or complete the form on page 6 and return to us no later than 26/08/11. FURNITURE Furniture is available to hire online at www.inspirehire.co.uk to satisfy both style and budget. Please complete your furniture order by 08/09/11. Login code: hire11 Orders received after this time may be subject to a surcharge. ELECTRICITY Each shell scheme stand will have 2 spot lights [4 spots in 6x2 and 6x3] and an electrical socket. Island sites will have one power socket only. You will only be permitted to use electrical goods with up to a maximum of 500kw on this socket. There is a power consumption guide on page 14 for your reference when planning your electrical requirements. If you require additional power and other electrical services then this must be ordered by 08/09/11. Please contact Stuart at Anchor Exhibitions stuart@anchor exhibitions.co.uk or 01455 612341. It is the responsibility of the exhibitor to ensure that all electrical equipment is PAT tested. The organisers will ask you to turn off any equipment that is used over your 500kw limit as it may cause loss of power which will affect other exhibitors. INSURANCE It is the responsibility of the exhibitor to arrange public liability insurance to be in force on build up (22 nd ) and the day of exhibition (23 rd ) for indemnity of at least 2 million pounds. RISK ASSESSMENT All exhibitors are required to submit the risk assessment form on page 8. Please identify any risks associated with your stand. For example, tripping hazards or lifting hazards. Even if you do not identify any risks, please fill in the form, sign it and return it to us by 26/08/11 CLEANING AND WASTE All large items of exhibition waste should be removed by stand contractors after the build up period and at the end of the exhibition. Small amounts of waste should be put into plastic bags and left in the exhibition aisles. The cleaners will not dispose of waste on the stands to avoid any misunderstandings. 4
SECURITY AND SUPERVISION A sufficient number of stewards will be on site to ensure that control of safety is maintained at the venue. They will also enforce the venues no smoking policy on the premises. FIRST AID There will be a provision of First Aid on site. In the event of an accident your personnel should make contact with any member of the organiser s team or make their way to the organiser s office. HOTELS We have agreed with The International Centre to provide an accommodation booking service if you require it. Please call Hannah McKinnon on 01952 527375 or email Hannah.mckinnon@southwatereventgroup.com PARKING Exhibitors should park in Car Park 3 adjacent to the hall. If you have goods vehicles please see the Exhibitor Access section above and related Timed Arrival form. 5
NAME BOARD FORM Please complete this form clearly, using upper and lower case letters and spaces and/ or punctuation where required. We accept no responsibility for name board errors if the form is unclear. Company Name Contact Name Stand Number We would like our name board to read: Please complete and return to us no later than 26/08/11. Email to: speedy@qrbt.com or fax to QRBT on 44 203 002 5630 EXHIBITOR NAME BADGES Register on line at this link Registration Company Name: Contact Name: Stand Number: Please complete the following using block capital letters: NAME JOB TITLE Please complete and return to us no later than 26/08/11 Email to: speedy@qrbt.com or fax to QRBT on 44 203 002 5630 6
EVENING DINNER 22 nd SEP Register on line at this link Registration Please check the number of attendees from your company included in the stand package [ 3x2 and 3x3 packages include 1 invitation all other stands include 2 invitations] A limited number of additional places are available at 100 per head all inclusive. Call 020 7921 9292 or email speedy@qrbt.com to check availability. NAME COMPANY JOB TITLE Additional places for dinner if confirmed as available NAME COMPANY JOB TITLE BREAKFAST BRIEFING 1 Attendee per company Register on line at this link Registration NAME COMPANY JOB TITLE 7
RISK ASSESSMENT Company Name: Contact Name: Stand Number: Exhibitor Responsibilities: An exhibition stand is a workplace covered by health and safety legislation. As the exhibitor it is your responsibility to ensure that a suitable and sufficient risk assessment is completed. Failure to do so could lead to delays or ultimately the closure of your stand. This template is for a simple shell scheme exhibition stand which does not require any structural approval from the organiser or the venue. More complex stands will require a more detailed risk assessment and if you are in any doubt you should contact the organiser. Please consider: ELECTRICAL, WORK EQUIPMENT, PRESSURE SYSTEMS, HARMFUL SUBSTANCES, NOISE/VIBRATION, MECHANICAL HANDLING, MANUAL HANDLING, STORAGE OF ARTICLES OR SUBSTANCE, WORK ENVIRONMENT, SLIPS, TRIPS AND FALLS, ACCESS AND EGRESS, NON EMPLOYEES, FIRE, WORKING AT HEIGHT, OTHER HAZARDS RISK WHO COULD BE HARMED CONTROL MEASURES 8
RISK WHO COULD BE HARMED CONTROL MEASURES To the best of my knowledge the information provided is correct. The control measures in place control risk to an acceptable degree. Signed: Contact Name: Date: Please tick to confirm that you have the following arrangements in place: Public Liability Insurance in force on day of Exhibition for indemnity of at least 2million PAT certificate (for any electrical equipment to be used) Risk assessments of all activities associated with your display or presentation Please return this form no later than 26/08/11 Email to: speedy@qrbt.com or fax to QRBT on 44 203 002 5630 9
AWARDS We will be presenting 4 awards at the dinner of which the 2 below we are asking for nominations from exhibitors at the Supplier Zone. The closing date for entries is 15 th July 2011. A judging panel will then shortlist 6 products or services and all the Speedy delegates to the conference will then be voting during July and August. Nominations should be of a maximum of 400 words and can be accompanied by a maximum of 2 pictures. Please send by email to speedy@qrbt.com with the name of the award you are entering in the subject bar. The written nomination should cover Award category. Company name. Product/service name. Contact name and email. DESCRIPTION what was your objective EXPLAIN how you went about accomplishing your objective CONCLUSION how your product achieved the objective with facts and figures if applicable The Innovation Award Criteria: This award will recognise the innovation by a company through application of new technology, design or service process. The innovation will be able to directly demonstrate improvements in areas such as Health & Safety, regulatory compliance, ease of use or cost saving. Judging Criteria: What are the benefits to the end user? Are there advantages over similar products or services? The Environmental Award Entry Criteria: This award will recognise the company where a product or service offers significant environmental impact reduction benefits. This may be in a new manufacturing process, a move to more sustainable materials in the product construction or a direct environmental impact reduction when using the product. Judging Criteria: What are the environmental benefits? Are there environmental advantages over similar products or services? Are there environmental impact reductions? 10
The Strategic Supplier Award This will be decided by a judging panel made up of Speedy board directors and Supply Chain managers. NO ENTRY FORM NEEDED This award will made to the supplier who has continuously shown support for our business initiatives and provided ongoing commitment to developing the business relationship. Winning Values Award This will be made on the basis of nominations from all the Speedy delegates and then from a shortlist judged by the same panel as the Strategic Supplier Award. NO ENTRY FORM NEEDED This award will be for suppliers who share the Speedy philosophy of providing added value and most importantly have demonstrated this through some particularly noteworthy action. 11
VIEW FROM THE FRONT This year we are asking you again to highlight 3 products on your stand that you believe should be of particular interest to Speedy. They may be new products, a product that is not yet in the Speedy catalogue or a product that you think requires more attention from Speedy. This is a great opportunity to explain the product attributes to ALL Speedy front line sales staff and we are adding to this exposure by putting together an online preview to all the delegates. Simply supply the details of the products [Maximum 3] that you want included in the preview and highlighted at the Supplier Zone. Please email to speedy@qrbt.com by 15 th July Company: Stand No: Product Name Description [Max 60 words per product] Picture name 12
TIMED ARRIVALS GOODS VEHICLES To avoid delays on arrival at Telford please tick your preferred time of arrival for unloading equipment. We will confirm a time slot when sending out the Vehicle Pass on 14th September. Whilst we endeavour to provide you with your chosen timings, to ensure traffic movement is a smooth as possible, we reserve the right to amend your chosen time zone. TIME SLOT Stand No Company Vehicle reg if known Tick 13.00 14.00 14.00 15.00 15.00 16.00 Please return this form no later than 02/09/11 Email to: speedy@qrbt.com or fax to QRBT on 44 203 002 5630 13
Exhibition Power Consumption Guide Item Power Required Portable Air Conditioner 2400w Audio Set (small) 200w Audio Set (large professional) 2000w Video Projector (small) 400w Video Projector (large) 2500w Computer 400w Freezer 2000w Espresso Coffee Machine 2200w Copier Machine 3000w Halogen Lights 12v 50w Halogen Lights 230v (small) 500w Halogen Lights 230w (large) 1000w Ice Machine 2000w Cash Register 50w Refrigerator (small) 500w Refrigerator (large) 1000w Coffee Machine (small) 1000w Coffee Machine (large) 3000w Laptop 50w LCD TV 200w Microwave 1200w Neon lights per meter (3 feet) 100w Overhead projector 400w Plasma Screen 650w Fluorescent Lights 100w per unit Fan 200w Water Cooler 1000w Please note that the notes above are to be used a guideline only, please check the appliance details for actual power consumption Health and Safety Under the Health and Safety at Work Act of 1974 you have a duty to ensure that all your personnel, including those contracted to work for you, are aware that they have a responsibility to ensure a safe and risk free environment. Under the current regulations, exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all your staff and sub contractors have received sufficient Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner. 14
Construction and Display Materials As organisers we shall ensure that the Shell Scheme, standard electrical package and carpeting meets the requirements as required by the venue. If you are dressing your stand you should ensure the following materials conform: Fabrics & Decorative Materials Fabrics and other decorative materials used for stand dressing must be flame proofed or purchased already treated by use of an approved chemical. Materials may be tested on site to ensure that they comply. Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are fixed firmly with an approved adhesive. Artificial plants and Flowers are combustible and give off toxic fumes. Therefore they must not be used for Stand dressing. Silk type flowers are acceptable providing they have been fireproofed to BS 5438 and are marked as such. Floor Coverings Carpets, drugget, matting, crumb cloths, carpets and other textile flooring covering and under lays must comply with BS 4790. Floor coverings shall be secured and maintained so as not to cause a hazard. Mats shall be sunk, so they are flush with the floor of the Stand. Fixing of floor coverings may only be done with the industry standard tape. Other forms of fixing such as cable clips, nails or bolts are strictly prohibited. The Organiser will incur a charge for any tape not removed by the end of their tenancy period, or damage caused to the hall floor. Night Streets Night sheets shall be made of inherently non flammable material or of a material satisfactorily treated or rendered non flammable. While Stands are in use, night sheets shall be kept in positions approved by the Ricoh Arena. Drapes Curtain and hangings Drapes curtains, hangings and like decorations shall be inherently or durably flame proofed and comply with BSEN13773. Otherwise they may be treated with a proprietary flame retardant. Curtains on exit routes should hang 75 millimetres clear of the ground, be parted in the centre and not conceal any exit signs. Curtains, hangings, decorations and upholstery shall be secured a minimum of 75 mm above floor level by a 75 mm deep skirting, fixed taut and/or in tight pleats to a solid backing. The Organiser shall produce test certificates for any materials that they intend to use. If Ricoh Arena are not satisfied that any material meets the standards required they shall be removed from the Venue. Paints and treatments Only water based paints may be used on site. The intention to use paint spraying equipment and the method to be used must be approved by the Ricoh Arena. Protective measures must be taken to ensure that no paint is spilt on to the fabric of the building. Only water based paints may be sprayed. Plastics Plastics must conform to BS476 Part 7 CLASS 1 Fire Regulation. Lexan and Macrolon are acceptable. Plastic plants and trees must conform to standard Timber Timber used in construction and displays under 25mm thick must be impregnated to Class1 standard BS476 7. Boards, plywood, chipboard etc less than 18mm in thickness must be treated to ensure they comply with the test stipulated in BS476 7. Medium density fibreboard (MDF) is the exception to this because of its density. All treated boards will have BS 476 Part 7 CLASS 1 marked on them. Upholstery Upholstery seating shall be required to meet the pass criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with section 5 BS 5852:1990. In exceptional circumstances where materials cannot be treated with fire retardant without damage, and ad hoc test may be carried out demonstrate their non combustibility. 15
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The International Centre, The International Hotel and the Holiday Inn From the M54: Exit at Junction 4 and take the second exit, signposted Telford Town Centre. At the next roundabout, take the second exit (straight on) and follow the road for approximately 200m. At the next roundabout, take the second exit along Queen Elizabeth Avenue. The International Centre, The International Hotel and the Holiday Inn are situated on the following roundabout. 18