Exhibitor Manual

   EXHIBITOR MANUAL

 

ANGLIA BUSINESS EXHIBITION 2019

Trinity Park, Felixstowe Road, Ipswich, Suffolk, IP3 8UH

 

10am to 5pm - 15th May 2019

The Exhibitor Manual is designed to provide you with everything you will need for a successful event. It has been written with the intention of removing as much stress as possible in the planning of your exhibition stand and to help you enjoy a smooth and trouble free event.

We are looking forward to seeing you and your team in action at the ABE19 on Wednesday 15th May returning to Trinity Park. We open to the public from 10am-5pm
 
If you have any queries at all please do get in touch with us and we will be happy to help – but note: we will be out of the office working with our event suppliers in the week leading up to the show, so please don’t leave your questions until then.

  

Meet the Team - EVENT Ipswich

Formerly known as Boleyn Events EVENT, is one of the county’s leading event organisers, working on the Anglia Business Exhibition since 2007. A dedicated team are working on your behalf to ensure you and our visitors get the most out of the Show.

Event (formerly Boleyn Events) 4 Falcon Street, Ipswich, IP1 1SL

Tel: 01473 712330,www.event-shop.co.uk, events@boleyn-events.com

 

To contact the right person for your query:

Kirsty Brown                 Events Manager                  contact@angliabusinessexhibition.com

Sonia Shelcott              Marketing & PR                      pr@angliabusinessexhibition.com 

Amy Taylor                   Administrator                        events@boleyn-events.com

Kim Brown                   Managing Director                contact@angliabusinessexhibition.com

 

 

 PREPARING YOUR STAND

 

Your stand package includes:
  • Shell scheme with fascia board
  • 1 Table included per stand (either 4ft x 2ft or 6ft x 2’6 depending on stand size/availability - additional tables may be available providing these are requested before 24th April).
  • Standard Wi-Fi available on the day will be suitable for web browsing and email - we will write to you nearer the time detailing any upgrade packages available, or you may wish to tether a cellular device. 
  • 1 x Electric Point is supplied for exhibitor/premium stands and two for sponsor stands. Additional sockets, or outdoor sockets cost £25+VAT and must be booked via your online booking).
  • White tablecloths can be hired at an additional cost of £10+VAT per cloth and must be booked over the phone on 01473 712330 before 24th April. We may have spare cloths in reception on the day, however these will be on a first come first serve basis. 

Note 1: extras should be ordered and paid for by24th April using your online login.

(*Shell scheme walls are 2m high and built using Velcro compatible covered grey poly-weave material. **Fascia boards will be erected on each open side of your shelled stand. These are 300mm deep and covered in poly-weave material. A printed A4 flag with company name and stand number will be printed as black lettering on a white background. If you wish to produce your own graphics for this fascia – the measurements you will need are 300mm deep by the length of your stand).

 

 

Regulations

When organising the activities on your stand, you need to be aware of the following:-

Risk assessments

You must complete a risk assessment that looks at the hazards, risks and control methods you have in place for your exhibition stand, including the set up, open period, breakdown and general activities where appropriate. We ask that you send these back toevents@boleyn-events before the 24th April. 

If for any reason you miss the deadline, Please make sure you bring a copy of your Risk Assessment with you to the show, and leave it on your stand if you’re setting up on the 14th. If you’re setting up the morning of (15thMay), a steward will visit your stand before 8:30am and you will be asked to show this. If you have not supplied this ahead of the date and you do not have one with you, you maybe turned away from the event. 

An example risk assessment can be viewedclick here

Public Liability Insurance

Up to date Public Liability Insurance is compulsory and your policy number must be noted on your booking by 7 days after the booking has been created. If you have not supplied it within this time you will be issued an invoice for one day event insurance at £35 including taxes. This is a non-refundable amount, regardless whether you do have insurance or not. If you haven't supplied your policy number you will be charged. Any outstanding invoices must be settled by 24thApril 2019 or your booking may be cancelled. 

Failure to provide your Risk Assessment/ valid Public Liability insurance number could result in you being unable to exhibit following the H&S inspection.

Also note the following Health and Safety considerations please:

  • Helium Balloons are permitted but helium canisters are not.
  • Vehicle displays must have less than¼tank of fuel and have a drip tray placed underneath.
  • Cookery demonstrations are allowed using electrical appliances only (no gas). Any food or drink giveaways must be a maximum of two bites or 100ml in size. Any giveaways larger than this may result in a charge from the venue.

We will happily work with you to ensure that any of the above can be done safely and effectively. Please contactcontact@angliabusinessexhibition.com if you have any questions on the above or your planned activities.

Additional options

You may wish to order these additional services:

NOTE:All your stand information/booking options are available to view when the person who booked the stand logs in using their email and password atwww.angliabusinessexhibition.com. We recommend that whilst logged in you invite colleagues involved with the event to register as an ‘assistant’. (They have one week to accept the invitation and create their own log in once invited.) They will then have dual access to the booking information, and you have back-up in case of sickness etc.

 

Tables and Tablecloths 

One table is included in your stand cost, however if you require additional tables you may order these by calling us. We charge a hire fee of £10+VAT per additional hired table, and all requests must be added to your booking by calling 01473 712330 before24th April 2019.

White tablecloths are available to hire, you may order these by calling us. We charge a hire fee of £10+VAT per hired tablecloth, and all requests must be added to your booking by calling 01473 712330 before24th April 2018

Please note: Additional tables and or tablecloths may not be available if you haven't pre ordered these. 

Electric sockets

1 x 3amp power socket is included with all indoor stands. All electrical equipment must show an up-to-date Pat Tested certificate or have a receipt to show it is less than 12 months old. If you need additional sockets or power on outdoor stands please login to your booking online to book these by24th April 2019.

Audio Visual Equipment and Furniture View Leaflet Here

For a range of presentation equipment delivered and set up on your stand by our recommended supplier, TM Services. We have negotiated special rates just quote Boleyn Events/ABE18 - Please order by24th April 2019.

You are welcome to bring your own stand furniture; alternatively orders placed with TM Services (as leaflet above) can be delivered to Ipswich Hotel for you.

Wifi/Internet

Standard Wi-Fi is included for exhibitors but if you wish to stream videos etc. You will need to bring a cellular device to tether to, as we can't guarantee connection speeds. 

Balloons

Why not decorate your stand? Our recommended supplier, VIP Balloons, can create models and sculptures to add interest. To go to their website clickhere.

Helium balloons are permitted in the Exhibition area, but must be weighted at all times. No helium canisters will be allowed onsite.

The exhibitor should dispose of balloons at the end of the show.  

Own build stands

Exhibitors are free to appoint designers, builders and specialist contractors of their choice, provided they are confident the appointed contractors are professional and competent of carrying out the appointed task, especially in relation to health and safety. We will need to be made aware should this involve changes or impact the shell scheme.

All exhibitors with a space only stand or organisations nominating a third party company to construct their stand will need to liaise with the organisers at Boleyn Events on 01473 712330 or emailcontact@angliabusinessexhibition.comat least 21 days before the event. You should also give your appointed person ‘assistant’ access to the booking so they have the relevant information.

Networking Opportunities

Speaker Breakfast

This year’s breakfast will be held in the hotel Restaurant from 8am – 9.45am on Wednesday 15th May. Further details will be made available on the website here:https://www.angliabusinessexhibition.com/exhibitor-information/networking-breakfast-2019

Exhibitor places are limited so if you’d like to start the day with a delicious plated English breakfast served with coffee/tea/fruit juice – please log in and reserve your places now – and do let us know of any dietary requirements.

Tickets cost just £20 (inc. vat) and must be booked in advance on the ABE website.

The Venue

Travel and parking                      

By car

For Sat Nav systems please enter the Ipswich Hotel postcode IP3 8UH.

 

 

Parking

Parking is free for exhibitors at the venue. You should reserve your unloading slot through your online booking. 

 

Deliveries

If you have any goods to be delivered by courier you must clearly address them to the venue (at the address above) and mark them with the following information:

  • Anglia Business Exhibition
  • Your Contact Name
  • Your Organisation Name
  • Stand Number and Location (if outside) e.g. Stand 24                                                                                    

All deliveries must be scheduled during the build up times (see below), if deliveries arrive outside these times they may be turned away. The organisers will sign for any deliveries made during build up, where available, but will not accept any responsibility and cannot guarantee their safety.

Please ensure that deliveries are not made on pallets as there is not a forklift truck available.

 

On Site

Event timetable

Build up:              Tuesday 14thMay 12noon – 5pm Exhibitor access (pre-booked ½ hr unloading timeslots)

Wednesday:         Wednesday 15th May 8am – 9.00am Exhibitor access (by prior arrangement)

Unloading will not be possible near buildings on 15th May and stands must be set up and staffed by 10am – admittanceWILLbe refused after this time.

Open times:         Wednesday 15th May 2018 10:00am – 5pm

Breakdown:        Wednesday 15th May 5pm Exhibitor breakdown 

Access

Upon arrival at the venue, please proceed to the unloading area and/or car park. During build up hours, exhibitors can use the unloading points closest to your stand. During open hours, access will be through the main entrance doors only.

Build up

Please pre-book your unloading slot on the website (first slot 12.00, last 17.00) and as soon as you have unloaded, your vehicle should be moved to the car park. We strongly recommend that you set up your stand on Tuesday 14thMay as there will be limited access and time on opening morning.

Open times

Without exception, stands must be set up and staffed by 10am on Wednesday 15thMay, in time for the Health and Safety inspection. We reserve the right to refuse admittance or re-allocate any stand not set up by this time. Stands must be staffed for the duration of the opening times, please do not leave your stand or any equipment unattended at any time.

Breakdown

For health and safety reasons goods cannot be removed from your stand until visitors leave at 5pm. Your stand should not be left unattended at any time during breakdown and any goods remaining after 6.30pm may be disposed of at the exhibitor’s expense. If any display material/cases etc. are being left for collection, please ensure all items are clearly labeled to say who owns them together with address and contact phone number and store them in the Holding Area off the main Reception. They must be collected by 11am on 16thMay.

Organisers’ office

A member of the events team will be available at Reception between noon and 5pm on 14thMay. On 15thMay between 8am and 10am.

Marketing

 

We have a dedicated marketing team who are experienced in attracting visitors to the event.

The marketing combines a direct approach with targeted messages into businesses using email, telephone contacts and a wider advertising and PR campaign using local media, social media and radio.

To ensure the event is successful you can help create awareness and spread the news about the event and your involvement using the e-signature and logos available to download when you log in to your booking online. The Press Officer will be located on site throughout the event, call Sonia Shelcott on 07775 613079.

Social Media and Online Marketing

You can benefit from additional social media advertising if you use the links below to fill in the relevant information.  

If not already supplied, please use the appropriate form below to submit your social media and brand materials. 

Please use the appropriate form below to submit your social media and brand materials. 

Sponsor's 

Exhibitor's

Online messages, Images and Logos

Please contact Sonia Shelcott,pr@angliabusinessexhibition.comabout the event and she can provide text and images that can be used on your websites, e-newsletters and on social media pages.

Photos/Filming

Will take place throughout the day.

Get in Contact

We are excited to work with you and keep up to date with your news through Social Media channels. Images and videos go a long way to increasing engagement – view and share any pictures you have with us as well as checking out previous event footage.

 

 

 

 

 

 

 @anglia_business         anglia business exhibition

 

Other Information 

Accessibility

Exhibitors are requested to ensure that all stand designs and exhibits be arranged to conform to the Disability Discrimination Act 1995.

Badges

Exhibitor badges will NOT be provided this year but you can print one from your booking by logging into the stand staff area after registering each person. Badges should be worn at all times to assist with security. (Lanyards will be available for your printed badges, a second copy should be printed and put in your car if parking on site.) 

Catering

Drinks and snacks will be available to purchase from the Bar/Cafe in the Suffolk Suite.

Rubbish Disposal

We ask that any rubbish is removed by exhibitors at the end of the day.

Emergency Evacuation Procedure

  • Operate the nearestFire Alarm Point– they are situated on each corridor and in all public areas.
  • Do not take personal risks and only use exit routes to aid your escape.

Assembly Point: Front Hotel Car Park/Pond

 

Fellow Exhibitors

If you want to find out who is located near to you, and which other exhibitors have booked you can download a list in alphabetical order from the website here:https://www.angliabusinessexhibition.com/exhibitor-information/whos-booked/

Height restrictions

Any stand that exceeds 2.5m in height may have special conditions imposed and sign off may be required. Please contact us on 01473 712330 if this applies to your stand.

Insurance

Whilst we take every precaution to protect your property during the exhibition, we are not responsible for any loss or damage. We therefore highly recommend that you check your own policy or take out event insurance. Public Liability Insurance is essential. We can provide a one day cover for £35 inc tax and reserve the right to add this where no PL insurance information has been provided within 7 days of your booking. 

Medical and first aid

Trained first aiders will be onsite during the event. In case of an emergency, please go to Reception and Speak to ISSBA who will request a Trinity Park first aider to attend. 

Music

If you propose to play music on your stand or use electronic means to play sound recordings or show films, you must obtain the appropriate licenses (PRS & PPL). The organisers reserve the right to switch off any music that is causing a nuisance to visitors or other exhibitors.

Security

The Venue has regular security in place. However, no responsibility will be accepted for any losses or damage to any exhibitor materials or any property of the exhibitor or the contractor in any circumstances.

Special requests

If you intend to undertake any unusual activity or have any of the following on your stand please ensure you contact the organisers as special permission may be required for animals, background or live music, cookery demonstrations or vehicle displays.

 

Accommodation

If you wish to stay over there are multiple hotels close to Trinity Park, with the closest being the Premier Inn, Ransomes Euro Park or The Holiday Inn Orwell, Ransomes Euro Park. 

About the exhibition

Location: Trinity Park Event Centre
Felixstowe Road
Ipswich
IP3 8UH

Date: Wednesday 15th May 2019

Time: 10:00 - 17:00