Exhibitor Manual
ANGLIA BUSINESS EXHIBITION 2024
Trinity Park, Felixstowe Road, Ipswich, Suffolk, IP3 8UH
10am to 5pm - 8th May 2024
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 ABE 2024 on Wednesday 10th May at 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.
Contact details
To get in touch with one of the team please email contact@angliabusinessexhibition.com or call Merie Sennett on 07810 370141
PREPARING YOUR STAND
Your stand package includes:
- Shell scheme with fascia board or space marked on the floor
- 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 15th 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 (cash only) deposit of £10+VAT per cloth subject to availability. These will be available on the day, on a first come first serve basis.
Note 1: extras should be ordered and paid for by 1st May 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 covered in poly-weave material. If you wish to produce your own graphics for this fascia please contact us for the measurements.
An example of the shell scheme we will be using is as follows:
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 to contact@angliabusinessexhibition.com before the 16th March.
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 9th. If in the unlikely event that you are setting up the morning of (10th May), 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 viewed 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.
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 contact contact@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 at www.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 emailing contact@angliabusinessexhibition before 16th April 2024.
White tablecloths are available to hire, you may order these by calling us. We require a cash deposit of £10+VAT per hired tablecloth, which are available subject to availability on the day.
Please note: Additional tables 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 by 16th April 2024.
Audio Visual Equipment and Furniture
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 email us at contact@angliabusinessexhibition.com - Please order by 16th April 2024.
You are welcome to bring your own stand furniture; alternatively orders placed with TM Services (as leaflet above) can be delivered to Trinity Park for you.
Standard Wi-Fi is included for exhibitors but if you wish to stream videos or any business-critical tools require a stable internet connection, you may wish to bring a cellular device to tether to, as we can't guarantee connection speeds for the free Wi-Fi. Alternatively, you can purchase an upgrade voucher via your booking.
Why not decorate your stand?
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.
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 by email at contact@angliabusinessexhibition.com a minimum of 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 Trinity Rooms from 7.30am – 9.30am on Wednesday 10th May. Further details will be made available on the website here: https://www.angliabusinessexhibition.com/exhibitor-information/networking-breakfast-2024/
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 under your booking.
The Venue
Travel and parking
By car
For Sat Nav systems please enter the Trinity Park IP3 8UH
Find more details on travel here.
If you have any problems, please call Trinity Park for directions on 01473 707110. You can also find them on Google Maps here.
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 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 7th May 12noon – 5pm Exhibitor access (pre-booked ½ hr unloading time slots)
Tuesday: Wednesday 8th May 7am – 9.00am Exhibitor access (by prior arrangement)
Unloading space will not be available near the Event Centre on 10th May, you must set up on Tuesday unless you have express agreement from the organisers. Stands must be set up and staffed by 10am – admittance WILL be refused after this time.
Open times: Wednesday 8th May 2024 10:00am – 5pm
Breakdown: Wednesday 8th May 2024 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. Please move vehicles as soon as you have unloaded, to enable others arriving after you to offload safely. During open hours, access will be through the main entrance doors only.
Build up
Please pre-book your unloading slot on Tuesday via 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 9th May as there will be strictly limited access - by prior agreement only - on Wednesday.
Open times
Without exception, stands must be set up and staffed by 10am on Wednesday 10th May, 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 labelled to say who owns them together with address and contact phone number and store them in the Holding Area near the main Reception. They must be collected by 11am on 11th May.
Organisers’ office
A member of the events team will be available at Reception between noon and 5pm on 9th May. On 10th May we will be available between 8am and 10am.
Marketing
We have a dedicated team who are managing the marketing and promotion of the event.
To help us build awareness of the event and to drive attendance, we appreciate your support in amplifying our messages through your own social media channels, telling people about the event when you're at networking events, and adding a link in your email signatures to invite people to join you at the event.
You can download official logos once you log into your account - these can be used on your website and other resources to show your involvement.
Online messages, Images and Logos
Please contact us via contact@angliabusinessexhibition.com should you require assistance with 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.
Other Information
Accessibility
Exhibitors are requested to ensure that all stand designs and exhibits be arranged to conform to the Disability Discrimination Act 1995.
Catering
Drinks and snacks will be available to purchase from the Bar/Cafe in the Event Centre and from our catering providers.
Rubbish Disposal
We ask that any rubbish is removed by exhibitors at the end of the day.
Emergency Evacuation Procedure
- Operate the nearest Fire 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 Event Car Park
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 by email at contact@angliabusinessexhibition.com 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.
Medical and first aid
Trained first aiders will be onsite during the event. In case of an emergency, please go to Reception or the bar who will identify the nearest first aider.
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 overnight before or after the event, 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.
