Exhibitor Info

 

FOR MORE INFORMATION ABOUT EXHIBITING AT BIKE EXPO, PLEASE CONTACT REBECCA GEEKIE ON rgeekie@hamerville.co.uk OR CALL 01923 237799

 

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IF YOU’RE ALREADY EXHIBITING AT BIKE EXPO, ALL THE INFO YOU NEED FOR A SUCCESSFUL SHOW CAN BE FOUND IN THE EXHIBITOR MANUALS BELOW AND ACCOMPANYING FORMS

EXHIBITOR MANUAL
bikeexpo   triathlonexpo
18th – 19th March 2017
Hall 3, Event City, Manchester

 

HOW TO USE YOUR EXHIBITOR MANUAL

The information detailed in the manual should provide you with everything necessary for your successful participation at the event. Some of the services explained will be essential to your participation, while others are an optional extra. Below are outlined the ways we recommend you use the information enclosed.

1) Read the information in full now – this will ensure you are immediately aware of stand information, restrictions, cut off dates for orders etc.
2) Fill in and return all request/requirement forms immediately if possible; if not, please ensure you do so by deadline dates.
3) Keep photocopies of any forms you complete and return, and bring them with you to the show. They will be invaluable should you have any queries on site.

The checklist should assist you with meeting deadline dates.

Please ensure that your stand designers and fitters are aware of the regulations concerning stand construction, the use of officially appointed contractors and the build-up and breakdown times.

If there is anything further you need to know please give Kirstin Eldridge a call on (01494) 714599 or email kirstineldridge@supanet.com.

Please note that any company that has not paid in full will not be permitted to exhibit at the show.

 

CHECKLIST & EXHIBITOR FORM DOWNLOAD

REGISTER AS AN EXHIBITOR

YOUR EXHIBITION TEAM

EXHIBITION ORGANISER
Kirstin Eldridge
Tel: 01494 714599
Email: kirstineldridge@supanet.com

EXHIBITION SALES MANAGER
Rebecca Geekie
Tel: 01923 237799
Mobile: 07527 751160
Email: rgeekie@hamerville.co.uk

WEBSITES:
www.
bikeexpo.co.uk
www.
triexpo.co.uk

 

OFFICIAL CONTRACTORS

Audio Visual
Sirius Conference & Events Ltd
Unit C4, The Bridge Business Centre
Timothy’s Bridge Road
Stratford Upon Avon
Warwickshire CV37 9HW
Tel: 01789 269262
Fax: 01789 269862

 

Carpet
Ernie England
Tel: 07866 610100

 

Electrics
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

 

Forklift
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

 

Furniture
3rd Element
Unit 22a
Bilton Industrial Estate
Humber Avenue
Coventry
CV3 1JL
Tel: 02476 457474
email: info@3rdelement.co.uk

 

IT Services
Event City
Tel: 0161 870 9800
Email: it@eventcity.co.uk

 

Rigging
Hawthorn Theatrical Ltd
Crown Business Park
Old Dalby
Leics
LE14 3NQ
Tel: 01664 821111
Fax: 01644 821199
Email: neil.gumm@hawthorn.biz

 

Shell Scheme
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

 

Telephone Lines
Event City
Tel: 0161 870 9800
Email: it@eventcity.co.uk

 

Visitor Registration
N200
10 Millfield House
Woodshots Mead
Watford
WD18 8YX
Tel: 01923 690650
Fax: 01923 690691
Email: sales@visitconnect.net

 

Water & Waste
Event City
Tel: 0161 870 9800
Email: orders@eventcity.co.uk

 

EXHIBITION TIMETABLE

BUILD-UP

Space only Exhibitors

Thursday 16th March
1000 – 1900

 

All Exhibitors

Friday 17th March
0830 – 1900

Saturday 18th March
0815 – 0930

 

Exhibition Opening Times

Saturday 18th March
1000 – 1700

Sunday 19th March
1000 – 1700

Please note we require all exhibitors to be on site ready for visitors half an hour before show opens.

 

BREAKDOWN

Sunday 19th March
1730 - 2000

Exhibitors are reminded that the exhibitor or his contractor must remove any materials scrapped at the end of the exhibition. The removal of all exhibits must be completed by 8.00pm. Property not removed by the end of the breakdown period may be disposed of at the discretion of the Organisers. Exhibitors will be liable for any charges thus incurred.

GENERAL INFORMATION

AUDIO VISUAL EQUIPMENT HIRE
Sirius Conference & Events Ltd are the official AV contractor for the show. AV requirements can be ordered by returning Form 14 to Sirius ASAP.

 

BUILD-UP INFORMATION
Guidelines for trouble free build-up for the show are available for download here – build-up info

 

CAR PARKING
Car Parking at Event City is free of charge to anyone attending an exhibition.

 

CARPET
Bike Expo exhibitors with shell scheme stands will have Sunrise carpet included within their stand.

Triathlon Expo exhibitors with shell scheme stands will have Blue carpet included within their stand.

Exhibitors with site only stands are responsible for organising their own carpet requirements. Please contact Ernie England on 07866 610100.

The Bike Expo exhibition aisles will be carpeted in Sunrise.

The Triathlon Expo exhibition aisles will be carpeted in Blue.

 

CATERING

All catering requirements must be supplied through the venue. It is not permitted to bring in outside supplies of food and drink on to the stands. If you would like to order stand catering please contact kirstineldridge@supanet.com.

 

DELIVERIES

Event City does not have any storage facilities for exhibitors. Any deliveries must arrive during the tenancy period and be collected before the end of the tenancy. Please address deliveries as follows:

Your Company name and stand number
Bike Expo/Triathlon Expo
Hall 3
Event City
Phoenix Way
Off Barton Dock Road
Urmston
Manchester
M41 7TB

 

DEMONSTRATION AND WORKING EXHIBITS

Exhibitors should confirm details of any demonstration on Form 1 and Form 1.1 of this manual.

In order to offer some advice to those Exhibitors planning to demonstrate equipment in the exhibition hall, the following notes have been prepared:

  1. All running machinery and other working apparatus shall be efficiently guarded to the satisfaction of the Authorities to prevent injury to persons.
  1. Exhibits must be so positioned that at no time will they intrude into the gangway or hazard visitors.
  1. Starting devices on machines should be isolated to prevent visitors operation unattended exhibits.
  1. Proper consideration shall be given to the conditions under which the equipment is being demonstrated which may well differ considerably from the conditions under which it is normally installed and for which the normal safeguards will no longer by appropriate.
  1. Any exhibit or process that generated noxious to toxic fumes, exhausts or smoke of any kind shall be so arranged as to have an effective exhaust system to the outside atmosphere.
  1. The use of compressors, sprayers, auto-trucks and similar plant powered by internal combustion engines is normally prohibited when visitors are in the hall.
  1. The organisers reserve the right to terminate the equipment demonstration at any time.
  1. All supplies of fuel to be kept outside the exhibition in a controlled store for flammable items.
  1. Textile fabrics, signs or other materials used for interior decorative purposes within stands shall be of the following materials: non-combustible material, inherently non-flammable material, durably flame proofed fabric and plastics material acceptable to the local Fire Brigade.

Exhibitors should contact the Organisers for further details should they have any queries relation to the above mentioned points.

 

DILAPIDATIONS

Any charges imposed upon the Organiser for damage to the site caused by an Exhibitor or his contractor will be passed on to the Exhibitor in question.

 

ELECTRICITY

Electrics are not provided as part of the shell scheme package. The Intershell Group are the official electrical contractor for the show and must carry out all electrical work on stands. Any queries regarding electrics should be made direct to The Intershell Group – 01633 838283.

Electrical requirements can be ordered by returning Form 6.1 (Shell scheme exhibitors) or Form 6.2 (Space only exhibitors) to The Intershell Group before Thursday 2nd March, attaching a sketch showing the approximate positioning of all ordered electrical items.

 

EXHIBITORS BADGES

Exhibitor Badges can be pre-ordered through the show’s website – click here for exhibitor badges

These will be available for collection during show build up.

Alternatively you can register all stand personnel details on site during build up to print off your exhibitor badges.

In the interests of assisting visitors it is essential that all stand personnel wear identification badges at all times.

 

FIRE PRECAUTIONS

By order of the Local Fire Authority, the required number of standard type water/gas fire extinguishers will be sited within the show. Exhibitors who, because of the nature of their exhibits, require a special type of extinguisher must contact the Organisers prior to the show.

 

FIRST AID FACILITIES

First aid facilities will be available though out the duration of the Exhibition by contacting a member of the Exhibition team

 

FORKLIFT SERVICES

Intershell have been appointed to supply fork lift services at the event. If you require this service please complete Form 8 and return it to Intershell before Friday 10th March.

 

FURNITURE

3rd Element has been appointed to supply on hire, a full range of stand furniture as required by the Exhibitors. They have created special package deals for exhibitors – download furniture package details. Please contact 3rd Element to discuss either package details or alternative furniture options.

Website – www.3rdelement.co.uk       Email – info@creativehire.co.uk Tel: 02476 457474

 

HEALTH & SAFETY

Exhibitors must ensure that all individuals, companies, exhibits, special features and materials they bring to the exhibition comply with the Health & Safety at Work etc Act 1974. Exhibitors must ensure that due thought and consideration is given to their own and others health, safety and welfare throughout the event and so far as is reasonably practicable, that their actions – or omissions – do not give rise to accidents, injuries or an unsafe working environment.

 

Health and Safety Declaration (Form 2)

All exhibitors MUST complete and return Form 2 by Friday 17th February to indicate their commitment to Health and Safety at the exhibition

 

Risk Assessments – Shell scheme exhibitors

Shell scheme exhibitors are not always required to undertake risk assessments. You may obtain exemption from the above by completing and returning Form 1 before Friday 17th February.   However, certain activities or displays many require you to undertake a Risk Assessment (a sample risk assessment is available online – Form 1.1), prior to the exhibition, identifying the hazards present on site and ways in which you will minimise and control these risks.

Form 1.1 needs to be returned with Form 1 before Friday 17th February.


Risk Assessments – Space only exhibitors

All Space Only exhibitors MUST undertake a Risk Assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand. A sample risk assessment is available online (Form 1.1).        

 

HOTEL ACCOMMODATION

Jigsaw Conferences have reserved local hotels for exhibitors. If you would like to book one of these hotels please contact Jigsaw Conferences (0870 752 0433). Alternatively you may prefer to use the Accommodation Faxback Form (Form 13).

 

INSURANCE

All Exhibitors are required to hold insurance to cover the legal liability for negligence. This Public Liability Insurance must be for an indemnity of at least £2,000,000.00.

Exhibitors are required to indemnify the Organisers against all liabilities, action costs and compensation for injury or loss of any property, arising as a result of their occupancy of a stand or of any act, omission or negligence by the Exhibitor or agent or any other person under his direction.

Although every reasonable precaution is taken to prevent any loss or damage to exhibitors property, the organisers cannot accept responsibility for any loss or damage that may befall the person or property of the exhibitor from any cause.

Exhibitors and contracts are insured under Public Liability Insurance. This does not protect property owned by the Exhibitor or Contractor and, therefore Exhibitors are reminded to insure displays, equipment and staff property against loss or damage.

Event Insurance are exhibition insurance specialists. You can contact them direct

on 0800 515980/01425 470360.

Please send proof of your current public liability insurance (NOT a copy of your Employers Liability Certificate) for inspection by Friday 17th February to Kirstin Eldridge, Bike/Tri Expo, Regal House, Regal Way, Watford, Herts, WD24 4YF.

 

INTERNET CONNECTION

Free WIFI is available at Event City. We would strongly recommend booking a hardwired line for payment transactions. We cannot guarantee the quality of connection with the free wifi. Exhibitors requiring a hardwired connection on their stand should contact Event City directly. Requirements can be ordered by sending Form 9 to Event City (orders@eventcity.co.uk) before Friday 24th February, attaching a sketch showing the approximate positioning of the line.

 

MUSIC LICENCES (Copyright)

Music - Whenever you play a sound recording in a public area there are two separate licence fees that need to be paid for. There is a copyright fee for the musical and lyrical composition (PRS) and a separate copyright fee for the actual sound recording (PPL).

To obtain the PPL licence exhibitors must complete and return Form 12 before Friday 24th February. The cost for this licence is £19.89 + VAT per stand per day.

Exhibitors must also contact PRS directly for their licence. Please telephone them on 0800 068 48 28 and ask for an Exhibition Permit. The basic cost for this will be £23.26 + VAT per stand per day. The earliest an Exhibition Permit can be booked is 30 days before the event.

 

RIGGING

Hawthorn Theatrical are contracted to put any required points in the ceilings of Event City. Please contact Hawthorns directly to discuss your requirements (Tel: 01664 821111. Email – neil.gumm@hawthorn.biz). Full costs are detailed on Form 10 of the manual. Orders must be placed before Friday 24th February.

 

STAND CLEANING

The cleaning of stands will be arranged by the Organisers on a daily basis. Exhibitors are responsible for their own cleaning of exhibits on display. Exhibitors should contact the Organisers office if there are any problems with stand cleaning.

 

STAND CONSTRUCTION - Shell Scheme

Intershell Systems Limited are the official shell scheme contract for the show. Any queries in relation to the construction of the shell scheme of the stands should be made directly to Intershell. All specifications are detailed on this specification sheet.

Panels: Velcro Compatible Black Tweed. 2440mm high.

Fascias: Black Covering

Carpet: Bike Expo – Sunrise

Tri Expo – Blue

Name Board: Consist of capital and lower case 50mm black lettering on white card, fixed to the fascia. Exhibitors are requested to fill in the precise company name on Form No 3. (return by Friday 17th February)

Height Restrictions: If any part of your stand exceeds 2.5 metres in height, a detailed plan must be sent to the Organisers by Friday 17th February. (please note maximum stand height is 4 metres)

 

STAND CONSTRUCTION - Space Only Sites

All Space only exhibitors are required to submit a plan of their stand including all dimensions. This should be sent with a Risk assessment and Method statement. Please send 2 copies of everything. Stands must be built within the area of space contracted. No stand should impinge or overhang the gangways. The back of all space only stands must be finished. All space only stands that back onto shell scheme stands must be finished down to 2.4m.

All stand drawings must be sent to the organisers for approval before Friday 17th February.

Height Restrictions: The maximum height for the complete space only build must be below 4m in height.

 

TELEPHONE LINES

Exhibitors requiring a temporary telephone line on their stand should contact Event City directly. Requirements can be ordered by sending Form 9 to Event City (orders@eventcity.co.uk) before Friday 24th February, attaching a sketch showing the approximate positioning of the line.

 

VEHICLES AS PART OF AN EXHIBITION STAND

Exhibitors must inform the Organisers if they intend to display a vehicle on their stand. This can be done by completing and returning Form 5 of this manual before Friday 17th February.

Exhibitors displaying vehicles will be allocated a time during build-up to deliver their vehicle to the venue.

 

VISITOR GUIDE

As an exhibitor, you are entitled to a free editorial in the visitor guide (maximum 50 words).  Please email your entry with a colour logo to yve@hamerville.co.uk.   Please make sure the Company name, full postal address, telephone number, fax number, website and email addresses are included on the email.

Deadline for the Visitor Guide is Friday 17th February.

Any queries regarding the visitor guide, please contact Yve on 01923 237799 x 2116.

 

WATER AND WASTE

Exhibitors requiring water and/or waste to their stand should return Form 11 before Friday 24th
February. Please liaise with Event City when ordering the water and waste as the location of the pipes may affect your stand design or layout.

 

WIFI

Free basic WIFI is available at Event City.

 

We would strongly recommend booking a hardwired line for payment transactions. We cannot guarantee the quality of connection with the free wifi. Exhibitors requiring a hardwired connection on their stand should contact Event City directly. Requirements can be ordered by sending Form 9 to Event City (orders@eventcity.co.uk) before Friday 24th February, attaching a sketch showing the approximate positioning of the line.