Installer Show · Web viewThe aisles, shell scheme stands, and feature areas will have a floor...
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Exhibitor Guide 1
Transcript of Installer Show · Web viewThe aisles, shell scheme stands, and feature areas will have a floor...
Exhibitor Guide
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Welcome
We would like to warmly welcome you to Installer2019.
We want your experience of working with us to be as positive as possible and we will be available to assist you every step of the way.
This document is designed to provide you with essential information to help you plan your participation in Installer2019 from pre-show promotional activity through build up, open period and breakdown.
It does not however attempt to replicate the full and comprehensive rules and regulations that apply to exhibiting at the Ricoh Arena and other national venues and it is recommended you download the E-guide for events in UK Venues, from the exhibitor web page as we will refer to it a number of times in the manual.
We hope you find this document useful but please do not hesitate to call a member of the team with any queries you may have.
Equally for those of you who will be commissioning designers and contractors to help you create your stands please pass on our details to them as we are here for them too.
Installer2019 is a show designed for the industry by the industry and collaboration will be essential to our shared success.
The show team has a deep understanding of event creation best-practise which will help make Installer2019 the national event the heating and plumbing sector deserves.
We wish you an enjoyable and profitable show!
Yours sincerely
Eoin McManusShow Director
Contents:
Page PageExhibitor Forms Check List 4 Operating Machinery 17Contacts List 5/6 PA System 17
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Build Up/Breakdown 7 Refreshments 17Show Timings 7 Risk Assessments 17Shell Scheme Information 8-11 Scanners 17Space Only Information 11-12 Security 17General Information 12-18 Shell Scheme Stands 17Accommodation 12 Show Website 17Accidents 12 Smoking 18Alcohol & Drugs 12 Sound Equipment 18Audio Visual 12 Space Only Stands 18Balloons 12 Stand Staff 18Canvassing in Aisles 12 Storage 18Car Parking 12 Trolleys 18Carpet 12 Vehicle Displays 18Catering 13 Water & Waste 18Children in the halls 13Cooking 13Damage & Loss 13Deliveries 13Electrical Contractor 13Emergency Procedure & Fire Safety 14Exhibitor Badges 14First Aid 14Footwear 15Forklift Services 15Furniture Hire 15Gas 15Hazardous Substances 15Health & Safety 15Insurance 15Internet Access 15Loading & Unloading 156Logistics & Transportation 16Method Statement 16Music & Video Licences 16Name Boards 16Night Working 17
Exhibitor Check List
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This checklist provides an at-a-glance summary of the main actions you must take to ensure a smooth run-up to Installer2019, together with a schedule that indicates the latest date by which each action should be completed.
Actions
Provide high res logo and profile for Exhibitor HubTo [email protected] ASAP
For enquiries relating to mains only orders please contact:Jenni Green, Operations [email protected] - Tel: 01264 365550All enquiries for direct mains orders will need to provide relevant information at the time of quotation, full details can be given upon request. If a direct main Test and Inspection is required, then this will be by quotation also.
ASAP
Space Only Contractor’s Form – via Web Link to [email protected] Plans, Risk Assessments, Method Statements
29 March 2018
All Exhibitors – Via Web Link to [email protected] & Safety Declaration – Items of special risk
29 March 2018
Showlite - Shell Scheme Electrics 12 April 2018
Showlite - Shell Scheme Name Board 19 April 2018
Showlite - Shell Scheme Extras 19 April 2018
Showlite - Additional Furniture 19 April 2018
ILS - Lifting & Shipping 19 April 2018
Ricoh - Stand Catering Services – Ricoh 19 April 2018
Ricoh - Internet & IT Services (over and above Wi-Fi) 19 April 2018
LiveBuzz - Badge Scanners 26 April 2018
LiveBuzz - Exhibitor Badges 3 May 2018
Audio Visual Services ASAP
Contact List
Sales Richie Martin Tel: 01722 713392Mobile: 07733 264176
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Email: [email protected]
Daniel Cash Tel 01722 585850Mobile 07827 920674Email [email protected]
Show Director Eoin McManusTel: 01722 713390Mobile: 07920 047721Email: [email protected]
Venue & Operations Paul Clark Tel: 01722 713397Mobile: 07769 186926Email: [email protected]
Marketing, Media & PR Eoin McManusTel: 01722 713390Mobile: 07920 047721Email: [email protected]
Editorial & Media Nick RowePartnerships Tel: 01722 713394
Mobile: 07387 083192Email: [email protected]
Online & Social Media Joe SharpeTel: 01722 713395Mobile: 07769 200464 Email: [email protected]
Health & Safety Andy RouseFloor Management AMR Events Ltd
Tel: 01527 910229Mob: 07702 210993Email: [email protected]
Shell Scheme Jo Richards Shell Scheme Extras Showlite LtdGraphics, Furniture Tel 01264 365550
Email [email protected]
Electrics Jenni GreenMains Only Electrics Showlite Ltd
Tel 01264 365550Email [email protected]
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Rigging Services Andy CoxRicoh ArenaTel 0844 873 6519 Email [email protected]
IT Services, Ricoh ArenaPiped Services, Email [email protected] Catering In-house AV
Logistics & Freight John LawsonILSTel: 44 (0) 24 7633 7955Email: [email protected]
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Installer2019 Timings: Build UpSunday 05 May 08:00 – 20:00 (Space Only Exhibitors)Monday 06 May 08:00 – 20:00 (Space Only Exhibitors
13:00 – 20:00 (Shell Scheme Exhibitors)
Open HoursTuesday 07 May 10:00 – 16:00 (Maintenance 08:00 – 09:30 & 17:15 – 18:00)Wednesday 08 May 10:00 - 16:00 (Maintenance 08:00 – 09:30)Thursday 9 May 10:00 – 16:00(Maintenance 08:00 – 09:30)
BreakdownThursday 10 May 16:30 – 23:55
No exhibit or stand fittings may be removed or dismantled before the close of the show on the final day of the exhibition.
Breakdown will start 30 minutes after the close of the show.
Please ensure all stands, unused marketing collateral and waste are removed from the hall.
The organisers will dispose of any materials or waste left on stands and charge back to the exhibiting company.
Please note: failure to complete build or breakdown of stands within the set time could result in charges for out of hours working.
Please contact Paul Clark, [email protected], at the earliest opportunity if you believe you may require longer working hours.
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Shell Scheme ExhibitorsShowlite Ltd is the appointed contractor for all shell scheme stands.There are two primary sizes of shell Scheme exhibitor and unless specific contractual changes have been negotiated, their respective package entitlements are:
Shell Scheme A – 8m2 – 18m2 Includes: Back wall(s), facia name board(s), carpet, 1 x 500w socket, 2 spots, 2 poser tables & 4 stools, 1 x literature rack.
Shell Scheme B – 4m2 or 6m2 Includes: Back wall, name board, carpet, 1 x 500w Socket, 2 x spot lights, 1 x poser table & 2 stools
Upgrades to the above package can be made via Showlite at additional cost, please refer to the Showlite form further information and options.
Shell Scheme Exhibitors - Please complete and submit the Name Board form from the Exhibitor Hub - This must be returned by 19 April 2018.
Shell Scheme DetailsOctanorm is a modular stand system, comprising of foam PVC wall panels and aluminium beams. The full height of a standard Octanorm stand is 2.5m high, full panel details are shown below.
Fascia panels are provided on open sides supported by aluminium posts at the corners and at mid-points when stands fascia span over 4 metres. The shell scheme is completed by a diagonal grid of aluminium ceiling beams to give the structure rigidity and provide fixing points for lighting.
Decorating your StandIf you wish to attach graphics to the panels of your shell scheme, we suggest using double-sided Velcro or sticky pads, which will not damage the panels of the stand. Please note that these products must not be attached to the metalwork or fascia.
Exhibitors must not glue, paint, staple, screw, nail or pin the panels to the stand or stick anything to the metalwork.
Exhibitors must not use the ceiling grid system to hang any items. Any damage caused to panels or metalwork, will be charged.
Should you wish to hang heavier items to your shell scheme stand, please contact Showlite directly (details on contact page).
Please ensure your stand does not extend into the gangways.
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Bespoke Graphics Service for Shell Scheme Stands
Showlite Ltd offer a full graphics production service and has a range of options to help create a custom look for your stand interior.
Please refer to the Shell Scheme Extras order form, or contact Jo Richards at Showlite on 01264 365550, email [email protected] discuss your ideas and requirements.
Shell Scheme Stand – Examples
Shell Scheme A – 8-18m2 Shell Scheme B - 4m2 – 6m2
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Panel SizesDisplay size Actual panel size Display (visible size)Full width panel 970mm wide x 2360mm high 950mm wide x 2340mm Half width Panel 475mm wide x 2360mm high 455mm wide x 2340mm Dwarf Panel 970mm wide x 1060mm high
Space Only ExhibitorsSpace only contracts are based on the organiser providing a marked-out space on the hall floor and the exhibitor organising all elements of their stand themselves.
There will be no floor covering, back or side walls provided for your stand, therefore should you be back-to-back with another stand you are both responsible for providing a back/dividing wall between the stands to a minimum height of 2.5m and a maximum height of 4m depending on the height of your stand.
Equally if you are building to 4m and your neighbour(s) is building to only 2.5m you will be responsible for cladding the rear of your stand from 4m down to 2.5m.
The aisles, shell scheme stands, and feature areas will have a floor covering, please do not stick anything to or damage the flooring or walls of the exhibition hall.
Where platforms are used the corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards. The gangway must not be infringed in any way. Cables cannot be run under carpet, unless underlay is used.
All space only exhibitors planning custom build stands should read and pass on to their contractors the specific Space Only Information & CDM Regulation document.
The deadline for Space Only Plan Submissions is 29 March 2019
All space only exhibitors (or their appointed contractors) must submit details of their design to [email protected] by no later than 29 March 2019 via the online link below:
https://forms.office.com/Pages/ResponsePage.aspx?id=EIUE--qiOEaO6cBO2BYammZaYfGaDOBPktp0IDCrTNVUMTQ0MDgyVEkzM01CMDJXUlVNRjhKR1JaNy4u
On completion of the online form the following should also be submitted to [email protected]
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Scale plan showing all dimensions and location of stand fitting, construction, rigging, furniture and exhibits
Scale elevation drawings showing all heights and position of any rigging Risk Assessment for the stand build and dismantle Method statement for the build and dismantle Evidence of public liability insurance to a minimum of £10 Million
Exhibitors are responsible for ensuring that all contractors employed to design/build stands are competent, are operating a safe system of work and are registered with a professional body.
If you require assistance in finding a stand or graphics designer or contractor, please contact Paul Clark on the Installer2019 team for a referral.
The full guide to venue rules can be found in the e-guide – Guidance for events in the UK – please contact [email protected] to request a copy or a link for a download.
General InformationAccommodationInstaller2019 have appointed the Hotel & Conference Company as its booking agent and an enquiry form and web link are available to all exhibitors. Request these from [email protected]
AccidentsThe requirements of RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) must be complied with in full. We are obliged to report any accident, incident or dangerous occurrence which occurs on the premises to the venue Duty Manager on site, and to provide the venue with copies of any reports (including F2508) on investigations or remedial action taken by them or their representatives as a result. Any accident or incident involving a Contractor or Exhibitor, which occurs within the licensed area, will be investigated and reported, as necessary. The venue Duty Manager will investigate any accident or incident involving a visitor to an event. The venue reserves the right to take over the investigation of any accident or incident or to preserve or impound any materials, plant, equipment or structure involved in or contributing to an accident or incident, until investigations are completed.
Alcohol & DrugsThe consumption of alcohol and/or drugs on the exhibition floor during build up and break down is expressly prohibited.
Audio VisualExhibitors are at liberty to engage any AV supplier for equipment for their stands.However, if you would like a recommendation for a potential supplier, please contact [email protected] BalloonsCompressed air balloons must be securely tethered to the stand. They may be filled outside main open hours only, following approved safety procedures. The exhibitor is responsible for any cost incurred for the retrieval of any balloons escaping to the roof void of the venue.
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Canvassing in the AislesUnless otherwise agreed with the organisers, all sales canvassing, the distribution of product literature, samples or data collection on the exhibition floor must be restricted to your stand. All display equipment and collateral must also be positioned within your stand perimeter.
Car ParkingFree car parking is available for both exhibitors and visitors; vehicles left overnight are done so at the owner’s risk. All spaces are subject to availability.
CarpetWith exception of space only stand spaces, the hall will be completely carpeted with recyclable carpet.
If you wish to have a different coloured carpet, please contact Jo Richards at Showlite who will be happy to help, additional costs will apply.
CateringAll supplies for on-stand catering must be ordered through the official provider to the Ricoh and Installer2019. The order forms are available to download from the exhibitor’s info web page. If additional forms are required, please contact [email protected].
ChildrenChildren aged 16 and under are not permitted in the halls during build up or breakdown.Children under 16 may be admitted to the show at the discretion of the organiser and or venue subject to the provision adequate and appropriate supervision.
CookingCooking on stands at Installer2019 is not permitted.
Please order any on-stand hospitality requirements through the catering services division of the Ricoh Arena.
Damage & LossNeither the organisers, the exhibition venue owners nor the sponsors accept any responsibility for damage or loss of any properties introduced by the exhibitors and/or their agents or contractors.
Exhibitors are especially warned that their exhibits are the sole responsibility of the person/company to whom they belong.
Exhibitors will be held responsible for any damage to any of the venue premises and to the organisers shell scheme caused by themselves or contractors. Fixings must not be made to the building structure.
DeliveriesPlease ensure all deliveries are clearly addressed as follows:F.A.O Installer2019Your contact Name, Your Company Name, Stand NumberEricsson Hall, Ricoh Arena, Phoenix Way, Foleshill, Coventry, CV6 6GE
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The event and venue organisers will not take responsibility for the delivery of any goods if the addressee or their nominated representative is not available to sign for the delivery. It is important that all deliveries are made when a member of your staff is available to take receipt of your delivery.
Deliveries can only be made to the venue on the build-up and event days.
Please provide explicit instructions to drivers and courier firm charged with delivering packages or pallets to the venue and agree with them how the items will be unloaded and delivered to your stand.
Electrical Contractor The organisers have appointed Showlite Ltd as the official electrical contractor, details on page 5.
All orders for shell scheme electrics and mains services for space only stands must come though the official contractor. Shell scheme stands are provided with basic electrical and lighting facilities, these can be augmented by with additional power sockets and lighting using the Stand Electrics Form – Downloadable from the Exhibitor Hub.
Space only stands will require electricity, please either order your requirements using the Showlite Stand Electrics form in the Exhibitor Hub or contact Jenni Green at Showlite for a specific quote.
For enquiries relating to mains only orders please contact:
Jenni Green, Operations [email protected]: 01264 365550All enquiries for direct mains orders will need to provide relevant information at the time of quotation, full details can be given upon request. If a direct main Test and Inspection is required, then this will be by quotation also.
Orders for temporary supplies of power for the build-up period should be arranged with Showlite Ltd.
All appliances must be - Portable Appliance Tested (PAT)
Please contact Paul Clark, Operations Manager for any enquiries about 24hr supply.
Emergency Procedures / Fire SafetyOn the build and event day we will notify you with details of any fire alarms tests taking place.
Exhibitor BadgesExhibitor Badges can be applied for through the Exhibitor Hub.
First AidThe venue will have an appointed First Aider on site, if you require assistance, please contact the organiser’s office.
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FootwearSuitable footwear must be worn on site during build-up and breakdown of the exhibition. Open-toed shoes, sandals and flip-flops are not permitted.
Forklift ServicesSee the Lifting and Handling Services Order Form/Link on the exhibitor info web page
Furniture HireAdditional stand furniture may be hired directly from Showlite Ltd – please contact Georgina Pettit, [email protected] – with subject line Furniture Installer2019.
The Showlite Catalogue and price list can be downloaded from the Exhibitor Hub.
GasThe venue does not have a mains supply of gas available to exhibitors.
Hazardous SubstancesAny exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the venue must not be used without written approval from the venue and must not present any hazard to health. The HSE COSHH Essentials website provides useful guidance at www.coshh-essentials.org.uk.
Please refer to the section Hazardous Substances in the E-Guide for further information
Health & SafetyExhibitors and contractors have responsibilities whilst on site under the Health and Safety at Work Act 1974 (HASWA) and the Workplace (Health, Safety and Welfare) Regulations 1992. HASWA applies to all places of work irrespective of their status.
All exhibitors must complete the on-line Health & Safety Declaration and Hazard Identification form by 29 March 2018.The form can be reached via the link below:https://forms.office.com/Pages/ResponsePage.aspx?id=EIUE--qiOEaO6cBO2BYammZaYfGaDOBPktp0IDCrTNVUM09SMEpKWDk2NDBGTDhQM01DTThVOTBWTS4u
InsuranceAll exhibitors are required to have current public liability insurance throughout build up, open days and breakdown, with a limit of no less than £2 million public liability and suitable cover for loss or damage to exhibits or other property.
Internet AccessFree Wi-Fi access has been arranged for exhibitors at Installer2019 and network access passwords will be issued at the show.
The quality of this service is liable to fluctuate according to demand, so please do not rely on it if your exhibit depends on a guaranteed high-quality service.
If your exhibit or demonstrations require a more stable and reliable internet connection then a wired service can be ordered through the Ricoh, with a private wireless network provided if required.
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See Ricoh Arena IT Services Form.Or contact [email protected] for additional copies.
Loading / UnloadingIf you have a space only stand and you are engaging contractors to build a bespoke structure it is understood you may require access to site at the earliest possible time. Please contact
Paul Clark, Operations Manager ([email protected] ahead of the build-up to discuss access times for unloading and set up. Logistics & TransportIf you require assistance in moving heavy or bulky stand and product displays and marketing collateral, please contact ILS for an estimate – contact details on page 4 and use the web link to ILS Installer2019 web page enquiry form and password Installer19https://www.ils-logisticslive.co.uk/installer-live-2019/
Method Statement All space only exhibitors (or their appointed contractors) must submit a method statement as part of their design submission to [email protected] by no later than29 March 2019.
See page 11 – Space Only Exhibitors for full details of information required with the design submission.
Music and Video LicencesThe Ricoh has licences in place to cover:
The public broadcast of pre-recorded music by exhibitors on their stands The public broadcast of pre-recorded music in promotional videos commissioned by
exhibitor’s for use on their stands Live music performance by musical artists on exhibitor’s stands
These should cover most eventualities for exhibitors at Installer2019.
However, if you need any further clarification about licences required for the public broadcast of audio and video materials, please contact:
www.prsformusic.comwww.ppluk.comwww.vpluk.com
Name BoardsAll shell scheme stands are provided with a fascia name board bearing the exhibiting company’s name and stand number in standard script.
Please complete and return the Name Board Form, sent with this document by, 19 April 2018.
Any changes made to name boards on site will incur a £25 fee + VAT
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Night WorkingAny requirement for working overnight or working outside operating hours during build up must be agreed in advance with the organiser to ensure that appropriate levels of safety cover, lighting, fire exits, toilets and any other relevant services are provided.
Any exhibitor requiring additional hours will be charged – rates subject to venue.
Operating machinery/exhibitsMachinery, engines and similar equipment exhibited on stands are subject to the Provision and Use of Work Equipment Regulations 1998 (PUWER).
A risk assessment must be carried out to ensure that any equipment being demonstrated (i.e. operated as part of an exhibit) on a stand is inherently safe and does not present a hazard to the operator of the equipment, other staff or visitors at any time.
Please refer to the section Working Machinery in the E-Guide for full details of the venue regulations applying to the use of these types of exhibitsPublic Address SystemThe Public Address System is for use by the organisers for official announcements only.
RefreshmentsCatering will be available at dedicated points on the show floor and in the atrium area of the Ricoh Arena during build up and open periods.
Risk AssessmentAll space only exhibitors must instruct their contractors to submit detailed risk assessment and method statements when they submit their stand plans.
All submission requirements, plans, calculations, risk assessments and method statements should be supplied to [email protected] by no later than 29 March 2018
ScannersDetails of options for capturing visitor data at the show can be downloaded from the Exhibitor Hub.
Security Neither the organisers, Installer2019 or the venue accept any responsibility for damage or loss of any exhibitor properties or stands, although every effort is made to ensure the areas are secure.
Shell Scheme StandsShell scheme stands will be constructed by Showlite Ltd, to whom all enquiries should be directed; contact details are available on page 5.
Detailed information on shell scheme dimensions is available on pages 8-11
Show Website To ensure you company is represented on the show website (www.installershow.com) please send a high res logo and brief description about your company and or exhibit to [email protected]
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SmokingAll venues operate a no smoking policy. Smoking inside the venues is therefore prohibited.
Sound EquipmentExhibitors using background music systems must ensure the sound is always kept to a volume that does not cause disturbance to the adjacent stands. The organisers reserve the right to lower the volume or switch off music.
Space Only StandsAll submission requirements, plans, calculations, risk assessments and method statements should be supplied to [email protected] by no later than 29 March 2019
See page 11 – Space Only Exhibitors for full details of information required with the design submission.
Staffing of StandsAll stands should be fully staffed, and all exhibits must remain accessible during the hoursthe exhibition is open to visitors.
StorageWe will not be able to offer dedicated storage of exhibition equipment, packing cases or marketing collateral at the show. It is the responsibility of the exhibitor to arrange with their contractors and suppliers to remove and store any cases and materials required for the breakdown.
If you need help with logistics please contact ILS – see contact details and the enquiry form supplied with this document.
TrolleysExhibitors are advised to bring their own trolleys to each venue, as we cannot guarantee you will be able to loan one on site.
VehiclesSubject to an appropriate stand size, submission and approval of the Petrol or Diesel Vehicle Exhibit Application form – available on request from the organisers, vehicles may be exhibited at the Installer2019.
Water and WasteThe provision of piped services is available direct through the Ricoh using the Piped Services Order From downloadable from the exhibitor info page on the show websiteHowever, your stand must sit over a service duct for this to be possible.
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