Stands will be positioned in rows with the displays side by side – there are no sides to stands and exhibitors are not permitted to create their own, thus obscuring neighbouring stands. Stand positions are allocated by the organisers for each event.
Please note maximum height of 2.3m.
If you have a non-standard stand configuration you must contact the organiser for approval.
The distribution of literature either by an Exhibitor, or his promotional staff, may only be done within his own stand area and not in the gangways, or any other part of the exhibition hall or surrounding areas.  Furthermore, the Organisers reserve the right to cease, or withdraw any promotional activity by any Exhibitor to which they object.

Suggested stand equipment…

We do not act as an agent, so you’ll be working directly with the manufacturer. Their contact details are:

Sean Berrell
Pop-up Banners
52 High Street, Burford OX18 4QF
sales@pop-upbanners.com
+(0) 845 601 4413
www.pop-upbanners.com

Setup Time

• Venues will be open for Exhibitors from 8.00am.
• Set-up from 8am-9.45am. At some venues set up the day before may be available, please contact Charlotte for details the week prior to the event date.
• All stands must be in place by 9.45am due to Health & Safety, see H&S section.
• Open to visitors from 10.00 until 14:00.
• Exhibits may be dismantled once the exhibition closes at 14:00. Due to Health and Safety and consideration to our visitors and other exhibitors,   no exhibit may be removed from the exhibition before this time, except with the express permission of the Organiser.
• All exhibits must be removed from the premises no later than 17:00 on the day of the exhibition including courier collection unless arranged with the venue prior.

Please refer to individual event checklists above for specific courier details.

Wifi

Free wifi is available at all venues. Please check with event staff on-site for details.

Catering

Catering facilities will be provided during the exhibition, usually on a cafeteria basis depending on the individual venue. Each exhibition stand will receive drink vouchers together with 2 luncheon vouchers,for members of staff.

Storage

Boxes, literature etc. may be stored either under a table or behind a stand, however, space used for storage behind your stand will be considered part of your total space allocation.
Please note that Fire Regulations will not allow storage in areas that obstruct fire exits etc.

Microphones/Audio/Audio Visual

Exhibitors showing films or creating excessive noise or using audio or audio-visual aids that disturb adjacent Exhibitors may be asked to cease such activities in the interest of the overall exhibition.

Payment

Exhibitors are advised that, under the terms of their contract, all payments must be made in full 21 days prior to the commencement of the show. Registration lists will not be supplied unless payment has been received. We must therefore remind Exhibitors, that they will not be able to set up their stands until any outstanding payments have been met.
Payment can be made via BACS or cheque. Payment details are listed on all invoices.

Data

Post-event lists will be supplied the day after the event where possible via email. Data will indicate where a registered delegate has visited the show. Exhibitors will be provided with the delegate data for the event and/or sector to which they have subscribed in their booking form.

The Organisers are committed to operating its various businesses in compliance with all the relevant legislation and guidelines covering Health and Safety at Work and it is a requirement of venues that all Exhibitors, Contractors and Visitors comply with the law and the regulations of the venue at all times. Anyone infringing any relevant legislation and/or any venue regulations, will be asked to desist forthwith any serious or continuing breaches may be banned from the premises.

Covid Policy

• All of our events will follow the official government and individual venue guidelines, any changes will be notified accordingly.
• Whilst not mandatory all persons attending the event will be encouraged to wear facemasks for their own and others’ safety.
• All persons attending the event will be encouraged to check into the event using the NHS OCR app check-in code.
• All persons attending the event will be encouraged to be aware and comfortable with their surroundings with regard to their own and others social distance  (2m aisles will be used throughout the event)
• Anyone with typical covid symptoms or who has been instructed to self-isolate is instructed not to attend the event.
• Anyone displaying covid symptoms will be refused admission and be encouraged to take a test at the earliest opportunity
• The venue will provide hand sanitizer stations.
• The venue will ensure the suite is properly ventilated
• The venue will ensure a regular cleaning regime for all facilities
• The venue staff will wear facemasks for their own and visitors’ safety.

Risk Assessment Help Notes

When considering their risk assessment and whilst on site, Exhibitors are asked to take note of the following key risk areas:
Should you wish to demonstrate a product using heat, water, heavy electrical usage, extra large or heavy exhibits for example, you must notify us prior to the event and be accompanied by a full risk assessment (please note that some venues may have a policy that may exclude some of the above )
The important need to maintain all emergency gangways, as indicated on the technical floor plan during build-up and breakdown.
Due respect and consideration should be given to other users of the venue.
The need for operatives to wear suitable protective clothing relevant to their job, which includes eye, hearing and foot protection.
The work area must be maintained free from general waste materials, which could hazard operatives. All waste should be disposed of in the proper manner.
Ensuring that all portable and static power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used.

Electrical Equipment

All electrical equipment must be tested in accordance with current legislation. All equipment over 12 months old will require a current PAT test certificate.

Due to guidelines set out in current safety legislation, it is a requirement that Exhibitors ensure that each item to be plugged into the electrical mains supply should have PAT certification (Portable Appliance Test). Many venues now stipulate that without current certification, they will not allow the items in question to be “plugged in”. i.e. computers, laptops, monitors, and stand lights.
Framework Media will provide access to one single power socket to each exhibition stand; sufficient to operate 1 PC and 4 low voltage stand lights only. Exhibitors must ensure that they bring their own multipoint extension lead if they wish to use multiple items. Exhibition stands must strictly adhere to these parameters, failure to do so could lead to a disruption of the power supply.
Signs involving neon or similar gases are not permitted. Any special requirements should be checked with the Organisers and if approval is given, confirmed in writing prior to the beginning of build up of the exhibition. Wherever possible Exhibitors are advised to use Laptop computers to ensure that in the event of a power failure, your presentations will not be interrupted.

Fire Precautions

All structures, materials, special designs, unusual constructions and all signs shall conform to British Safety Standards and Codes of Practice and comply with the Local Authority and Fire Brigade Regulations or those of any other Statutory Authority.
Any stand infringing fire precautions will be dismantled. The Organisers cannot be held responsible.

Fire Evacuation Procedure

There will be situated throughout the building, instructions on what to do if you discover a fire, or hear the fire alarm and the Organisers will be familiar with the type of alarm (siren, bell etc.) and the Emergency Evacuation Procedure used by the venue, which will include operation of the fire alarm activation points, means of escape and assembly areas.

Upon discovering a fire:

1. Sound the alarm.

2. Dial 999 to call the fire brigade.

On hearing the fire alarm, the Organiser in charge will direct all Exhibitors and Visitors as follows:

Immediately leave the building by the nearest available exit. DO NOT USE THE LIFTS.
If the nearest exit is inaccessible due to smoke etc. use the next available exit.
Do not return to your normal place of work or stop to collect personal belongings.
Close all doors behind you.
Report to your designated assembly point, the location of which should be displayed in a prominent position.
Do not return to the building for any reason until authorized to do so.

Persons with mobility problems:

1. On joining a section each person with a mobility problem shall be allocated two escorts.

2. During an evacuation one escort will remain with that person in a safe area. Care must be taken that this does not obstruct the main evacuation routes.

3. The other escort will proceed to the exit and inform the person in charge or the Fire Brigade that a person with mobility problems requires evacuating.

4. The designated person (security/caretaker etc.) or fire officer will then go to the location and escort the person out of the building.

5. Escorts will remain with the person until the all clear is given and then assist them back to their place of work.

First Aid

In the case of injury, please inform the Organisers.

Obstructing the Gangways

Exhibitors are reminded that no part of any stand or exhibit, including fascias, signs, corner posts or fittings shall project into or overhang any gangways or obscure fire exit signs.  Projector podiums must be set-up within the parameters of the space allocated.  Should this not be observed Exhibitors would be instructed to move the offending item by the Organisers as this contravenes safety regulations within the venue.

Disabled Visitors

The company, it’s employees and exhibitors shall make “reasonable adjustments” to enable disabled visitors to make full use of our services.
1. When selecting venues for we will ensure that wheelchair access is provided wherever possible.
2. Room layouts will be designed to cater for wheel chair access wherever possible.
3. Full disabled access is available at event venues wherever possible.
4. Aisles will be no less than 2m wide
5. Aisles will be kept free of obstruction during exhibition opening times.
6. All exhibition staff will be made aware of the RNID type-talk services so that they may confidently handle type talk enquiries.
7. Seminars/presentations can be supported by written material, available by prior request.
8. Speakers will be provided with, and asked to comply with, RNID guidelines for communicating with deaf people who lip-read.
9. Seating will be available at the front of the seminar area, no more than 6 feet from the presenter wherever possible, to accommodate anyone with a severe or profound hearing loss.
10. Seminar seating arrangements will be designed to easily accommodate a wheelchair.
11. All employees should have read the DDA – A guide for providers of goods, facilities and services as provided by the RNID- and understood its implications to our products and services.
12. Bearing in mind the subject matter, in the unlikely event that a blind person visits us, the company will take reasonable steps to assist that visitor in whatever way possible.
13. Within the obvious restraints of the exhibition genre, we will adhere to accommodate all disabilities, whenever possible.
EXHIBITORS : Please be aware of the above in relation to the service you provide, you should have available written materials to support your activity whether that be stand presentations or seminar speaking.

Completion of Stands & Exhibits

All stands must be completed including the positioning of exhibits at least 15 minutes prior to the official opening time of the event.  Please note that due to Health and Safety Regulations Exhibitors will not be allowed to erect stands after the show has been opened to the public.  It is therefore in the Exhibitor’s best interests to ensure that if they are travelling any distance on the morning of the event that they allow themselves plenty of time for the journey.

Security

All exhibits are at the Exhibitor’s own risk. Please make sure that your stand is attended when the deliveries are made, as the Organisers cannot accept deliveries on Exhibitor’s behalf for security reasons.

Smoking

Exhibitors are requested to respect the smoking arrangements at individual venues.

Children/Animals

Anyone under the age of 18 years will not be permitted into the Exhibition during opening hours unless accompanied by an adult. Exhibitors and Contractors must not bring children to the exhibition during the build up or break down periods for safety reasons. Exhibitors are also reminded that no animals other than guide dogs will be permitted in the exhibition at any time.

Insurance

The Organisers will not themselves be responsible for the safety of any articles of any kind brought into the Exhibition by the Exhibitors, their servants, agents or contractors, members of the public or any other person. Exhibitors should make sure that they are fully covered by insurance including Public Liability, all risks of their property and Employers Liability.
The Exhibitor shall insure, indemnify and hold the Organisers harmless in respect of all costs, claims, demands and expenses to which the Organisers may in any way be subject as a result of any loss or injury arising to any person howsoever caused as the result of any act of default of the Exhibitor, his servants, agents, contractors or invitees. If the Organisers so demand, the Exhibitor shall provide proof to the Organisers that the Exhibitor has adequate insurance cover.
The Organisers shall not in any event be held responsible for any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of stands or for the entry, sitting or removal of exhibits, or for the failure of any of the services normally provided by the venue or for the cancellation or part-time opening of the Exhibition either as a whole or in part or for the amendments or alterations to all or any of the Rules and Regulations caused by circumstances not under their control. Exhibitors should arrange insurance cover for the above and other as required.

Cleaning

Exhibitors are requested to leave the exhibition venue in a reasonable condition.  Any damage caused to an exhibition venue by an Exhibitor shall be the responsibility of that Exhibitor and they shall be responsible for any charges levied by the owner of the venue for any repairs.

Damage to Premises

The Organisers have the right to charge the Exhibitor for damage to premises caused by the Exhibitor, his staff or contractors. Exhibitors should satisfy themselves as to the condition of their site before the build up commences, any damage found should be reported to the Organisers.

We’ve launched an exhibitor only whatsapp group where will share pre-show marketing, logistics and relevant event information.

This is suitable for marketing contacts as well as staff who will be on the stand for event day.

To join, please email ashley.jones@frameworkmedia.co.uk with names and numbers for those who wish to join.

Please feel free to use these images on your website, emails or social media posts (right click and save image as):

Email footer. Ticket link should be https://www.itshowcase.co.uk/#tickets/

Social Media Exhibitor Post

Logo for coloured background

Logo for White Background