THIS IS THE ONLY COPY YOU WILL BE SENT - PLEASE · PDF filec nvergence summit north 2016 this...

C NVERGENCESummit North 2016

THIS IS THE ONLY COPY YOU WILL BE SENT - PLEASE KEEP IT IN A SAFE PLACE

EXHIBITOR MANUAL

15TH - 16TH MARCH 2016HARROGATE INTERNATIONAL CENTRE

Tuesday 15th March 10am-4.30pm Wednesday 16th March 10am-4pm

IMPORTANT FORMS FOR COMPLETION INSIDE!

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IMPORTANT INFORMATION

Under new legislation brought into effect from 1st April 2015, events are required to comply with the Construction (Design and Management) Regulations 2015 (CDM 2015). CDM 2015 makes the general duties of the Health and Safety at Work etc. Act 1974 more specific. They complement the general Management of Health and Safety at Work Regulations 1999 and integrate health and safety into the management of construction projects. Under the CDM 2015 regulations, the build-‐up and breakdown phases of Convergence Summit North 2016 will be classed as a CDM construction site and as such full CDM rules will apply. The key principles of CDM 2015 will be familiar to those already managing risks effectively as part of their event production.

PLEASE ENSURE YOU READ THE DETAILED EXPLANATION ON PAGE 38

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Welcome to Convergence Summit North 2016

This Exhibitor Manual is designed to assist you with your stand preparations and maximise your participation at Convergence Summit North 2016.

Please ensure that you read it carefully at your earliest possible opportunity, forwarding any relevant information to other parties working with you, remembering to return the enclosed forms by the deadline dates given to ensure that the Organisers and all Official Contractors are able to fulfil your requirements.

The manual has been divided into the following dedicated sections for your convenience:

Section 1: Essential Information (Contacts & Timetable) Section 2: Stand Types – Standard Package, Enhanced Package Options Section 3: Stand Regulations Section 4: Health and Safety Section 5: A-‐Z General Information Section 6: Show Guide Section 7: Order Forms

It is an event requirement and legal obligation that you, and any contractors employed by you, pay special attention to the Health and Safety and Risk Assessment sections and all related forms within this manual. Please note that these requirements will be strictly enforced through the event at all times.

The Organiser’s Office will be open for the duration of the event from 0800hrs on Monday 14th March. Please come to the office if you have any queries of any nature or need assistance.

You are reminded that, as part of your exhibition package, you may have booked an advertisement in the Event Show Guide. The advertisement copy deadline for this is 7th March.

Your stand package for Harrogate does NOT include tickets to the Exhibitor Party on the 15th March after the first day of the show. Remember to contact the sales team for tickets.

For those of you who have already purchased tickets for the Exhibitor Party, please remember to invite your guests. This year’s “Comedy Store” event and dinner is being held at the Majestic Hotel on Tuesday 15th March.

Please remember that we are here to assist you with any matters relating to the event. Please help us to help you by reading this Exhibitor Manual thoroughly. Should you require any further assistance please direct your enquiries to the relevant person listed under ‘Contact’.

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CONTENTS Section 1 -‐ Contact Details/Timetable Official Service Contractors .......................................................................................................................................... 8 Convergence Summit Team .......................................................................................................................................... 9 Event Timetable ………………………………………………………………………………………………………………………………………………… 10 Build-‐Up ...................................................................................................................................................................... 10 Open Period ................................................................................................................................................................ 10 Breakdown ................................................................................................................................................................. 10 Directions, Vehicle Access and Maps .......................................................................................................................... 11 Section 2 -‐ Stand Types Basic Shell Packages .................................................................................................................................................... 16 Graphics Packages ....................................................................................................................................................... 20 Demo Packages .......................................................................................................................................................... 23 Shell Scheme Specification .......................................................................................................................................... 24 Lounge Package ........................................................................................................................................................... 28 Section 3 -‐ Stand Regulations Stand Design & Layout ............................................................................................................................................... 33 Construction Materials ............................................................................................................................................... 34 Specialist Activities & Permissions ............................................................................................................................. 34 Dilapidations and Waste ............................................................................................................................................. 35 Electrical Regulations ................................................................................................................................................. 36 Fire Regulations .......................................................................................................................................................... 37 Food & Hygiene Regulations ....................................................................................................................................... 38 Section 4 – Health & Safety Health & Safety Regulations ........................................................................................................................................ 40 Fire Procedures ........................................................................................................................................................... 42 Emergency Procedures ................................................................................................................................................ 42 Food & Hygiene Regulations ....................................................................................................................................... 43 Lifting & Manual Handling ........................................................................................................................................... 44 Risk Assessment Procedure & Guidelines ................................................................................................................... 47 Section 5 -‐ General Information Accommodation ......................................................................................................................................................... 51 Audio Visual ................................................................................................................................................................ 51 Banking ........................................................................................................................................................................ 51 Build Up and Breakdown ............................................................................................................................................. 52 Broadband ................................................................................................................................................................... 52 Car parking .................................................................................................................................................................. 53 Carpet .......................................................................................................................................................................... 53 Children ....................................................................................................................................................................... 54 Deliveries .................................................................................................................................................................... 54 Electrics & Lighting ………………………………………………………………………………………………………………………………………………54 Exhibitor Badges .......................................................................................................................................................... 54 Fire Extinguishers ........................................................................................................................................................ 55 First Aid ....................................................................................................................................................................... 55 Furniture ..................................................................................................................................................................... 55 Hire Charges ................................................................................................................................................................ 55 Literature Distribution ................................................................................................................................................. 55 Lost Property ............................................................................................................................................................... 56 Marketing & Sponsorship Opportunities .................................................................................................................... 56 Music on Stands .......................................................................................................................................................... 56 Patent & Copyright ...................................................................................................................................................... 56 Personnel/Employment of Labour .............................................................................................................................. 56 Shipping/Freight Forwarding ....................................................................................................................................... 57 Stand Catering ............................................................................................................................................................. 57

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Stand Cleaning ............................................................................................................................................................. 57 Waste & Dilapidations ................................................................................................................................................. 57 Stand Dressing ............................................................................................................................................................. 57 Stand Insurance ........................................................................................................................................................... 58 Security ....................................................................................................................................................................... 58 Smoking ....................................................................................................................................................................... 59 Storage ........................................................................................................................................................................ 59 Vehicle Passes ............................................................................................................................................................. 59 Section 6 – Show Guide Advertising – sizes available & technical specifications ............................................................................................. 61 Artwork Delivery ......................................................................................................................................................... 61 Section 7 -‐ Order Forms

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ORDER FORMS

As you go through the manual, you will find information about various services and package enhancement options available to you. The order forms covering these services are listed at the rear of this manual for ease of completion. The table below lists all the order forms with the relevant deadline dates for orders.

IMPORTANT NOTE: Please remember to order any requirements that you have in good time as late order requests cannot always be guaranteed and you may be charged a surcharge.

NOTE: HIGHLIGHTED FORMS ARE COMPULSORY FORMS

ORDER FORM FORM NUMBER

Return To DEADLINE

Audio Visual Hire Form 1 [email protected] 1st MARCH

Broadband Form 2 Beth Harris/ Deborah Rolph [email protected] [email protected]

22nd FEB

Catering Orders Form 3 Kirsten Rolph [email protected]

1ST MARCH

Electrical & Lighting Orders Form 4 Beth Harris/ Deborah Rolph [email protected] [email protected]

22nd FEB

Fascia Name board Form 5 Beth Harris/ Deborah Rolph [email protected] [email protected]

22nd FEB

Furniture Hire Form 6 [email protected] 1st MARCH

Health & Safety Declaration Form 7 [email protected] IMMEDIATE

Hotel Accommodation Form 8 [email protected] IMMEDIATE

Insurance Form 9 [email protected] IMMEDIATE

Laser Lead Recorder Hire Form 10 [email protected] 24th FEB

Lifting, Shipping and Storage Form 11 mailuk@wes-‐group.com 29th FEB

Risk Assessment Form 12 [email protected] IMMEDIATE

Shell Scheme Extras Form 13 Beth Harris/ Deborah Rolph [email protected] [email protected]

22nd FEB

APPENDIX HIC SPEC SHEET FOR SUPPLYING ARTWORK

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SECTION 1:

ESSENTIAL INFORMATION

-‐ Contacts -‐ Timetable

-‐ Vehicle Access

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CONTRACTOR CONTACTS

Accommodation Trinity Conferences Ltd List of hotels:

6 Southview Business Centre Tinwell Road, Stamford Lincolnshire PE9 2JL

Contact: Sarah Frost Tel No: 01780 484 050 E-‐mail: [email protected] List of Hotels: http://www.trinityconferences.co.uk/ratecard.aspx?event=CONSUMNOR16

Audio Visual Equipment & Business Equipment DB Systems

64 Hundred Tewkesbury Business Park Tewkesbury Gloucestershire GL20 8SF

Contact: Luke Fishlock Tel No: 0845 226 3083 Ext: 224 Fax No: 0845 120 5552 E-‐mail: [email protected]

Broadband HIC Yorkshire

Harrogate International Centre Kings Road Harrogate North Yorkshire HG1 5LA

Contact: Beth Harris/Deborah Rolph Tel No: 01423 537453/01423 537454 Fax No: 01423 537 210 Email: [email protected] [email protected]

Catering & Corporate Hospitality


Contact: Kirsten Rolph Tel No: 01423 537 334 Email: [email protected]

Electrical Installations HIC Yorkshire



Exhibitor Badges CIRCDATA

The Coach House Turners Drive Thatcham Berkshire, RG19 4QB

Contact: Sabina Komosa Tel No: 01635 869 868 Fax No: 01635 868 594 Email: [email protected]

Furniture Hire Inspire Furniture Hire

PO Box 14298 Birmingham B46 9AZ

Contact: Sue Duffield Tel No: 01455 234919 Fax No: 01675 482917 Email: [email protected] Web: www.inspirehire.co.uk Login Password ‘Hire11’

Insurance Hiscox

Hiscox 25 London Road Sittingbourne ME10 1PE

Tel: 0800 840 2469 Fax: 0845 213 8438 Email: [email protected] https://www.hiscox.co.uk/events/3054

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Light Pen Hire CIRCDATA

The Coach House Turners Drive Thatcham Berkshire, RG19 4QB

Contact: Sabina Komosa Tel No: 01635 869 868 Fax No: 01635 868 594 Email: [email protected]

Shipping, Lifting, Freight Forwarding & Storage WES Logistics

Unit 9 Stort Valley Industrial Estate Stanstead Road Bishop’s Stortford Hertfordshire CM23 2TU

Contact: Danielle Potter Tel No: 0208 508 2224 Fax No: 01223 367618 Email: mailuk@wes-‐group.com

Shell Scheme HIC Yorkshire



ORGANISER CONTACTS

For Assistance with your Stand Design & Preparations & Queries Regarding the Contents of this Manual:

Event Operations Logistical Enquiries

32 Kings Road Chalfont Saint Giles Buckinghamshire HP8 4HS

Contact: Nika Czoch Tel No: 020 8998 1053 Fax No: 01494 872516 Email: [email protected]

Managing Director Swink Events LLP

The White House Commercial Road Tunbridge Wells Kent TN1 2RR

Contact: Paul Johnson Tel No: 01892 559 393 Mobile: 07887 944 433 E-‐mail: [email protected]

Event Coordinator Swink Events LLP


Contact: Susannah Johnson Tel No: 01892 538 348 Fax No: 01892 515 724 E-‐mail: [email protected]

Marketing Coordinator Swink Events LLP


Contact: Anna Wallwork Tel No: 01892 538 348 Fax No:01892 515 724 E-‐mail:[email protected]

CEO Swink Events LLP


Contact: Miles Bossom Tel No: 01892 538 348 Fax No:01892 515 724 E-‐mail: [email protected]

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EVENT TIMETABLE

STAND SET UP / BUILD UP

Monday 14th March 0800 – 1500hrs Access for official contractors ONLY EXHIBITOR ACCESS STRICLTY NOT PERMITTED AS THE EXHIBITION AREA IS A CDM CONSTRUCTON SITE. ACCESS MAY BE GRANTED TO COMPANIES WHO MAKE REQUESTS TO OBTAIN PRIOR AUTHORISATION FROM THE ORGANISER. HIGH VIZ AND APPROPRIATE FOOTWEAR MUST BE WORN OTHERWISE ACCESS WILL BE DENIED. For further details see page 38.

Monday 14th March 1500 – 2000hrs Exhibitor access permitted. Offloading from vehicles must be completed by 1800hrs. Exhibitors are advised to inspect their stands prior to 1800hrs to ensure that all contract orders are correct. The hall will remain open until 2000hrs for stand dressing.

EXHIBITION OPEN

Tuesday 15th March 1000 – 1630hrs Exhibition Open 1900 – 2215 Exhibitor Party

Wednesday 16th March 1000 – 1600hrs Exhibition Open

Exhibitor access to the exhibition hall from 0800hrs on Tuesday and 0900hrs on Wednesday with your exhibitor badge.

STAND PULL OUT / BREAKDOWN

Wednesday 16th March 1600 – 2200hrs All belongings and goods must be removed from ALL stands. ANY EXHIBITORS NEEDING TO STAY BEYOND THE FIRST HOUR OF BREAKDOWN ARE REQUIRED TO BE AWARE THAT CDM CONSTRUCTION SITE RULES APPLY AND THEY WILL BE REQUIRED TO WEAR APPROPRIATE HIGH VIZ AND FOOTWEAR. In case of any difficulty, you are advised to liaise with the Organiser’s Office. ALL contractors must be clear of the hall by 2200hrs.

POWER TO STANDS

Power to your stand will be shut down half an hour after the exhibition closes during the open period. 24hr supply, if required for this period, must be ordered directly from HIC Yorkshire. On the final exhibition day power will also be terminated half an hour after the show closes and on the build-‐up day, power will also be shut down overnight -‐ half an hour after build up ends at 2000hrs.

IMPORTANT: STAND & EXHIBIT DISMANTLING

ON NO ACCOUNT MAY EXHIBITS OR STAND STRUCTURES BE DISMANTLED OR PACKED AWAY BEFORE THE EHIXIBTION OFFICIALLY CLOSES AT 1600HRS ON WEDNESDAY 16TH MARCH. VISITORS ARE PERMITTED ENTRY INTO THE SHOW RIGHT UP UNTIL 1600HRS AND NO CONTRACTORS WILL BE ALLOWED ENTRY INTO THE HALL UNTIL THE HALL IS CLEAR OF ALL VISITORS.

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DIRECTIONS TO HARROGATE

Harrogate is located centrally on the UK map with easy access from London and Edinburgh. A first-‐class motorway network, mainline rail, sea and 24-‐hour air links ensure that Harrogate is able to offer all the benefits of a truly global location.

Harrogate has excellent rail and air links with regular train services to and from London King’s Cross via York and Leeds (www.nationalrail.co.uk) and Leeds Bradford International Airport is only 20 minutes from Harrogate with a regular bus service into Harrogate. For details about travelling to Harrogate by public transport visit www.transportdirect.info By road From London: M1 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs.

From the North:

A1 – J47 signposted Knaresborough and then follow the Harrogate signs. From the East: M621 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs.

From the West: M56 – M62 – A1(M) – J47 signposted Knaresborough and then follow the Harrogate signs.

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A61 Ripon

A61 LeedsM1 and M62

A59 SkiptonA61 Ripon

A1 (M)A59 Knaresborough and YorkA661 Wetherby

Entrance for shoppers only

Bus & Train Station

Dragon Road Vehicle Park

ASDA

WHEN LEAVING VEHICLE PARK TURN LEFT

AB

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Entrance to underground Car Park

Skipton Road

Drag

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Bower Road

Drag

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King

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Springfield Avenue

Ripon Road Kings R

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Chelte

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Cheltenham Road

Parliament Street

HOLIDAY I NN REIMERPNNI

Dragon Road

Vehicle Park

HG1 5DB

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HG1 2SY

Approach routes to Dragon Road Park

Route from Dragon Road Park to HIC

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IMPORTANT PROCEDURES FOR VEHICLE ACCESS

1. Upon arrival in Harrogate you are required to report to the Dragon Road Vehicle Park, entrance on Dragon Road. ‘Exhibitor Holding Area’ is signposted from the edge of town and then Dragon Road Vehicle Park signs are picked up.

2. You will be met by a Traffic Marshall who will advise you where to park up at Dragon Road Vehicle Park.

3. You will be issued with a ‘Delivery’ or ‘Collection Pass’ by the Traffic Marshalls upon space becoming available at the loading doors of Hall M at the Exhibition Centre. This Pass must be clearly displayed in the windscreen of your vehicle.

4. Only on authority of the Traffic Marshalls will your vehicle be allowed to leave the Dragon Road Vehicle Park and approach the Exhibition Centre.

5. IMPORTANT: Only vehicles displaying the appropriate Pass will be allowed to park at the Exhibition Centre for the purpose of delivery or collection.

6. As soon as the delivery or collection has been completed, the vehicle is to be removed from the vicinity of the Exhibition Centre as soon as possible.

7. Vehicles requiring parking facilities for the duration of the Exhibition may return to the Dragon Road Vehicle Park but may not return to the Exhibition Centre for break down without the appropriate ‘Collection Pass’ issued by the Traffic Marshalls.

8. IMPORTANT: Vehicles are not permitted to enter the Dragon Road Vehicle Park earlier than 7:00am or later than 9:00pm.

9. Upon departure from the Dragon Road Vehicle Park, ALL vehicles must turn left and follow a designated one way approach route to the Exhibition Centre:

Ø Turn left at Dragon Road Ø Turn left at junction with Skipton Road Ø Turn left at junction with Kings Road Ø Up Springfield Avenue Ø Turn left at junction with Ripon Road Ø Hall M is located on the left at the bottom of the hill

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SECTION 2:

STAND TYPES:

-‐ Basic Shell Packages -‐ Graphics Packages -‐ Demo Package -‐ Lounge Package

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Section 2: Stand Types Page 16

STAND TYPES Please note, this is a Shell Scheme ONLY exhibition. Should you have any queries regarding this, please put them in writing to Paul Johnson, Managing Director – see ‘Organiser Contacts’. There are four types of stand package available at Convergence Summit North 2016:

• Basic Shell Scheme Packages • Graphics Shell Scheme Packages • Demo Package • Lounge Package

The Basic, Graphics and Demo packages come in a variety of size options and the Lounge package is a set size: Basic & Graphics stand sizes

• 2 x 1 (pod) • 4 x 1 (double pod) • 3 x 3 (single stand) • 6 x 3 (double stand)

Demo Package stand size

• 3 x 3 Lounge Package stand size

• 6 x 6 Please see detailed information on each below and ensure you look at the correct specification for your stand booking. PLEASE NOTE: No graphic, pop-‐ups or self-‐built items should exceed the 2.4m stand height restriction (unless you have a Lounge Package). Raised platform flooring on any stand is strictly prohibited.

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BASIC SHELL PACKAGE SPECIFICATION

BASIC PACKAGES A basic stand package consists of plain white panel walls, a surround fascia board displaying your company name, spot lighting and power. They come in a small ‘pod’ size and a large ‘stand’ size.

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Basic Pod Packages SIZES: Single: (2m x 1m) Double: (4m x 1m) Each pod stand will receive the following as part of their exhibiting package:

Shell Scheme

White melamine system with fascia and ceiling grid

Name Board

Black Fascia Board with White vinyl text: Company Name & Stand No. Only (No individual company logos are permitted, text will be upper and lower case with no suffixes i.e. Ltd, GmbH etc.) Please ensure you complete Form 6 with the exact way you would like your company name to appear.

Carpet

Stand Black, Gangways Red

Lighting

2 x spots on track for (2m x 1m) 4 x spots on track for (4m x 1m)

Power

1 x single 500w socket for (2m x 1m) 2 x single 500w socket for (4m x 1m)

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Basic Stand Packages SIZES: Single: (3m x 3m) Double: (3m x 6m) Each stand will receive the following as part of their exhibiting package: Shell Scheme

White melamine system with fascia and ceiling grid

Name Board

Black Fascia Board with White vinyl text: Company Name & Stand No. (No individual company logos permitted, all text will be uppercase and lower case with no suffixes i.e. Ltd, GmbH etc.) Please ensure you complete Form 6 with the exact way you would like your company name to appear.

Carpet


Lighting

3 x spots on a track for (3m x 3m) 6 x spots on a track for (3m x 6m)

Power

1 x double 1kW socket for (3m x 3m) 2 x double 1kW socket for (3m x 6m)

Please note: For all exhibitors and all packages there is a range of optional extras that can be used to customise the stand at an additional cost to the exhibitor. A list of shell scheme extras with prices can be found in Form 13 in the Order Forms Section at the rear of the manual.

For a full technical specification and dimensions of panels, please see the shell schematic on pages 25 & 26 at the end of this section.

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ENHANCED GRAPHICS PACKAGE SPECIFICATION

GRAPHICS PACKAGES A basic pod or stand package can be upgraded to a graphics package. A graphics package has digitally printed infill panels instead of plain white stand panels and your own company logo repeated on the fascia board. Spot lighting and power are included as per the basic packages specification according to your stand size. It is the responsibility of the exhibitor to supply camera ready artwork for their graphic panels. See under Panel Graphics – Production & Artwork Submission below. Graphics Pod Packages SIZES: Single Pod: (2m x 1m) – 2 x graphic infill panels, company logo on fascia, plus everything in basic shell package Double Pod: (4m x 1m) – 4 x graphic infill panels, company logo on fascia, plus everything in basic shell package Please note: Any extra graphic panels over and above what is provided as part of the package allocation will need to be ordered separately (and in addition to) through the Organisers.

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Graphics Stand Packages

SIZES:

Single Stand: (3m x 3m) – 6 x graphic infill panels, company logo on fascia, plus everything in basic shell package Double Stand: (3m x 6m) – 9 x graphic infill panels, company logo on fascia, plus everything in basic shell package Please note: Any extra graphic panels over and above what is provided as part of the package allocation will need to be ordered separately (and in addition to) through the Organisers.

Panel Graphics – Production & Artwork Submission Artwork to be sent to Adam Armstrong at [email protected] Artwork must be received prior to 18th February to meet print deadline date. Artwork files should be supplied in either: Vector format (Illustrator Ai, Eps or Vector Pdf) Bitmap format (high res Tiff, Pdf or Jpeg) For large files please use file transfer service such as wetransfer, yousendit, dropbox etc. FOR FULL DETAILS ON ARTWORK SPECIFICATION, PLEASE SEE HIC SPEC SHEET FOR SUPPLYING ARTWORK IN THE APPENDIX TO THE FORMS SECTION. Panel size: For production of graphic panels to be fitted directly into the system the overall size is 2385mm x 960mm with visible area 2370mm x 945mm.

IMPORTANT: For any graphics package, the number of graphic infills your stand can have will depend on the number of open sides your stand has due to its location on the floor plan – see under ‘Walling’ below. Please ensure you check carefully the number and position of closed and open sides your stand has when designing the number and running order of your graphic panels. Please make it clear when ordering your graphics panels, exactly where each one should be positioned.

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IMPORTANT: Removal of panels post show Exhibitors wishing to have their digitally printed graphics removed for their own storage after the event will only be allowed to do so once power has been terminated to stands and only when the ‘soft breakdown’ phase of breakdown has been completed (see below). This will be approximately an hour after the event has closed when the majority of exhibitors will have packed up and left. Only once this point has been reached will dismantling of the show stands commence.

Staying after soft breakdown for panel removal Soft breakdown is the one hour time period given to exhibitors to pack and remove items from their stands prior to introduction of CDM site regulations which will occur at approximately 1700 hours. During this time contractors are not allowed to undertake any dismantling of stands involving the use of ladders, power tools etc. Once the CDM site has been called (at the end of Soft Breakdown), hi-‐vis and appropriate footwear will be required to be worn by ALL exhibitors/venue staff remaining in the hall and hi-‐vis/safety footwear will be required to be worn by ALL contractors (with the exception of carpet fitters).

It is only once CDM has been called that removal of any panels will be carried out and then only by authorised HIC personnel. Removal of any shell scheme panels before power is cut off to your stand and before the CDM site is called is strictly forbidden. PLEASE NOTE THAT CONVERGENCE SUMMIT NORTH IS NOT BUILT OUT OF A STANDARD OCTANORM SHELL SCHEME SYSTEM AND SHELL SCHEME PANELS FOR THE NORTHERN SHOW CANNOT BE TRANSFERRED TO THE SOUTH SHOW. Collection of panels by couriers

Because of the new health and safety regulations under which we are operating, couriers will only be allowed to collect goods from your stand up to 5pm approximately whilst Soft Breakdown is in operation (WITH THE EXCEPTION OF COLLECTION OF STAND PANELS for the above mentioned reasons). After which time, couriers will only be allowed as far as the Organisers Office Desk in the front foyer and will not be allowed entry into the hall.

If you wish to have your panels taken down for collection, you will need to stay past the soft breakdown phase and into the CDM phase of breakdown in order to package and label your panels ready for collection. You will be required to be given a site safety induction (if you have had one prior to coming on site you will be exempt therefore we urge exhibitors to inform the Organisers of your intent to take panels with you prior to coming on site to avoid delays). You will also be required to wear high vis and appropriate footwear with hard soles.

Panels to be collected by courier must to be brought to the Organisers desk in the entrance foyer to Hall M ready for collection i.e. fully packed, labelled and ready for pick up to the entrance foyer. They must be clearly labelled with your company name and stand number and the courier company expressly informed who they are collecting for. The Organisers Office must be informed in person by you of the intended collection. Whilst we will endeavour to assist, the Organisers cannot take any responsibility for lost items or failed pickups and you are strongly advised to remain in the entrance foyer until your courier has arrived. PLEASE DO NOT BOOK ANY COURIER COLLECTION OF PANELS EARLIER THAN 1730HRS TO GIVE HIC TIME TO REMOVE THE PANELS AND FOR YOU TO WRAP THEM.

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DEMO PACKAGE SPECIFICATION

DEMO PACKAGE SIZE: (3m x 3m) A Demo Package (3m x 3m) stand will receive the following as part of their exhibiting package: Shell Scheme

x6 Branded Graphic Panels Diagonal Fascia (without ceiling grid)

Name Board

Bespoke branded Fascia with Graphics

Carpet


Furniture

x2 Workstations/Cupboards

Lighting

3 x Spots on a track

Power

1 x double 1kW Socket

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3m x 3m Demo Package

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IMPORTANT CONSTRUCTION POINTS FOR ALL STANDS (excluding Lounge Package)

1) Walling

Each stand will have a minimum of a solid back wall. Depending on the position of your stand in relation to surrounding stands, it will also have 3, 2 or 1 open side. Open sides must remain open and not closed off by full height runs of solid graphic displays. PLEASE CHECK YOUR STAND POSITION CAREFULLY ON THE FLOORPLAN -‐ TO HELP YOU WE HAVE INDICATED ALL OPEN SIDES with a broken, dashed line. PLEASE CHECK THAT YOU HAVE BOOKED THE CORRECT STAND LOCATION WITH THE CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY REQUIREMENTS. A solid walling effect created by pop up displays etc. on an open side will NOT be allowed if deemed by the Organisers to have a detrimental effect on the show or surrounding stands. An open side can be partially blocked, however some transparent 'vision panels' MUST be incorporated. The vision breaks do not have to be the full height of the wall, however the overall effect must to be to allow visitors to see through the stand and add to the open feel of the exhibition. If you have any doubts regarding the design of your stand please contact Nika Czoch on 0208 998 1053 to avoid unnecessary and costly alterations on site.

2) Removal of Fascia

Please be aware that you will need to obtain prior approval from the Organisers for the fascia and ceiling grid to be removed from your stand as this may not be possible depending upon your stand location. 3) Height Restriction

Any pop-‐ups or structures forming part of your display must be within the 2.5m height confines of your shell scheme.

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TECHNICAL SHELL SCHEME PANEL SPECIFICATION

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A lounge package stand is a ‘free standing island’ stand without solid walls or adjoining stands. A lounge package includes bespoke graphic panels, flood lighting, a furniture package and carpet colour of your choice. It is taller than the basic shell package standing at 3.5m.

LOUNGE PACKAGE SPECIFICATION

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Lounge Package SIZE: 6m x 6m Each stand will receive the following as part of their exhibiting package: Shell Scheme

Bespoke Graphic Panels of various sizes (see Lounge Spec Sheet) Central lockable store cupboard

Name Board

Bespoke Graphic Fascia Board

Carpet

Standard Black or Carpet colour of own choice

Furniture

8 x Black or Grey lounge unit chairs (LC06) 2 x Coffee tables (to suit) 3 x Black or Light Grey cabinets (CB04)

AV

3 x Plasma screen

Lighting

4 x long arm floods

Power

3 x double 1kW Socket

Broadband 1 x fixed ADSL Connection (complete compulsory Form 2)

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Lounge Panel Graphics – Production & Artwork Submission Artwork for your bespoke graphic panels and fascia to be sent to Adam Armstrong at [email protected] Artwork must be received prior to 18th February to meet print deadline date.

• X 10 panels of 2385mm x 960mm (with print visible area of 2370mm x 945m) -‐ 2 on each of the 4 towers (outward facing panels) and 2 in the central tower.

• X 4 double sided cross over high level graphics of 2715mm x 953mm (with print visible area of 2700 x 938)

• X12 top panels of 960 wide x 953mm high (with print visible area of 945 x 938) – 2 on each of the 4 towers (outward facing) and 4 on the central tower.

Artwork files should be supplied in either: • Vector format (Illustrator Ai, Eps or Vector Pdf) • Bitmap format (high res Tiff, Pdf or Jpeg)

• For large files please use file transfer service such as wetransfer, yousendit, dropbox etc.

FOR FULL DETAILS ON ARTWORK SPECIFICATION, PLEASE SEE HIC SPEC SHEET FOR SUPPLYING ARTWORK IN THE APPENDIX TO THE FORMS SECTION.

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IMPORTANT CONSTRUCTION POINTS FOR ALL STANDS

1) Optional Extras

For all exhibitors and all packages there is a range of optional extras that can be used to customise stands. The cost of extras is additional to stand packages. A list of shell scheme extras with prices can be found in the Order Forms Section at the rear of the manual.

2) Fixtures and Fittings

It is strictly prohibited to suspend stand or lighting fixtures and fittings from the hall roof or other companies’ stands.

3) Fixing

If a wall panel is damaged in any way, then an extra charge for replacement will be made.

• The use of pins, nails, staples, screws, drilling or otherwise making holes in the shell scheme panels is not permitted.

• You may use blue tack, double-‐sided Velcro, sticky pads or other similar removable fixings to hang graphics and other lightweight materials.

• If you wish to hang heavier items, you must discuss suitable methods with the contractor to ensure the structure is stable. Charges may apply and will be at additional cost. Please note it is not possible to attach plasma screens directly to the Shell Scheme walls, however you can order a TV with stand through the official AV contractor, please refer to Order Form 1.

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SECTION 3:

STAND REGULATIONS

-‐ Design & Layout -‐ Construction Materials -‐ Electrical Regulations

-‐ Fire Safety -‐ Food Hygiene Regulations

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Section 3: Stand Regulations Page 33

STAND REGULATIONS

Below are important regulations that must be taken into consideration when planning your stand. This list is not exhaustive and the Organiser retains the right to refuse any proposed stand construction or exhibit if they feel it will be detrimental to the event.

STAND DESIGN & LAYOUT

1. No part of any structure or object may extend beyond the boundaries of the stand area that you have

booked. 2. All business must be carried out within your stand area. Exhibitors are not permitted to distribute or display

promotional materials in aisles or other public areas of the event without specific written permission from the Organisers.

3. Under no circumstances can any construction, exhibit or decoration be applied direct to the venue building – all structures must be free standing.

4. Convergence Summit North is a shell scheme only show. If specifically agreed with prior written consent by the Organisers, the assembly of prefabricated stand structures with fine touches only is permitted to be carried out inside the venue. Under no circumstances can any cutting, sawing or painting of stand structures be carried out within the venue.

5. It is NOT permitted to close off an open side to your stand – at least 50% of each gangway facing side must be kept open and prior permission is required in advance if you intend to block an open side with graphic panels, pop ups or stand build enhancements. Requests will be considered individually, dependent upon the impact upon exhibitors opposite and to the side as well as the effect on the exhibition as a whole.

6. No platform flooring or floor flats of any kind are allowed. All stands will be carpeted black (unless you have a Lounge Package and have asked for a specific colour).

7. Nothing may be suspended above your stand unless agreed prior to the event by the Organiser in writing. 8. Exhibitors participating at Convergence Summit North 2015 are required to meet their legal responsibilities

under the Equality Act 2012 (replacing the former DDA – Disability Discrimination Act 1995). Reasonable adjustments for, and a positive attitude towards disabled people from our exhibitors will enhance the overall shared Convergence Summit North experience and benefit everyone. Access for disabled people also includes access to written information for people with visual impairments and access to the same standard of service for all. Under the Equality Act, exhibitors are required 1) not to treat a disabled person less favourably than someone who is not disabled and 2) to make reasonable adjustments to their services to take account of disabled people. “Reasonable adjustments” can be physical changes to your exhibition stand, providing equipment or changing practices and procedures to be more inclusive. However it is important to take account of health and safety legislation which has primacy over the disability regulations. For more information and industry best practice guidelines, visit http://www.aeo.org.uk/files/eguide_april_15.pdf

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CONSTRUCTION MATERIALS

1. All materials used for any stand construction or any form of bespoke display cabinets must be made out of

non-‐ flammable materials. Certificates and documentation for the type of materials used should be kept on the stands in case of an inspection requirement at all times.

2. The use of softwood board is prohibited except for counter tops, in which case it must be impregnated to render it fireproof. All timber less than nominal 25mm (1 inch) in thickness and plywood, hardboard, block board and chip board less than 18mm (3/4”) must be rendered flameproof by a recognised process to Class 1 standard when tested in accordance with BS 476 part 7 – 1971. The exception to this is MDF which is acceptable for use due to its density. Ply-‐hard and pulp boards which have been rendered flameproof in a manner approved shall be branded with a recognised mark.

3. The use of plastic of a grade less than Class 1 BS 476 Part 7 – 1971, whether in stand construction or display arrangements is prohibited. The use of polystyrene and Perspex is strictly prohibited. A suitable polycarbonate alternative for Perspex such as Lexan or Makrolon that complies with BS 476-‐ Part 7 – Class 1 is permissible.

4. Textile fabrics used for any stand dressing must be flameproof, or already treated with an approved chemical when purchased, in accordance with BS 5438 (1976). Certain natural fibres such as wool, twill or felt need not be proofed.

SPECIALIST MATERIALS & ACTIVITIES

1. Working machinery can only be exhibited provided it is run by fully trained operatives who supervise it at all

times, that controls are cited out of public reach and it can be safely operated at all times, taking into account the safety of the surrounding area. Machines which produce exhaust gas are not permitted.

2. The use of the following materials is NOT permitted: a. Pressurised tubes b. Neon lights c. Flammable liquids d. Explosives e. Any kind of fireworks f. Radioactive materials g. X-‐ray materials h. Laser systems i. Explosive materials j. High frequency materials and radio systems k. Balloon and zeppelin with flammable / non-‐persistent gas

3. The use of any substances that are hazardous to health on exposure and have been labelled by law as ‘very toxic’, ‘toxic’, ‘harmful’, ‘irritant’ or ‘corrosive’ must be subject to the control of substances hazardous to health regulations (COSHH). If you, or any of your contractors, intend to use any such substance, you are required to carry out an assessment in writing and submit to the Organisers prior to the substance being used on site.

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DILAPIDATIONS & WASTE

All stand fitting materials must be removed at the end of the exhibition or arrangements must be made with the Organisers and a charge may be applied.

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ELECTRICAL REGULATIONS

All stand electrical work will be carried out by the official contractor. Undertaking your own wiring or mains connections is strictly prohibited. HIC is the official electrical contractor for the show and they can answer questions on Tel: 01423 537453/01423 537454 or email [email protected] or [email protected]

1. For your convenience, a service desk for HIC will be set up on-‐site during build-‐up.

2. All electrical work must comply with the Regulations of the Exhibition Venue Association (EVA), the Hall Owners and Exhibition Organisers. Please refer to the eGuide (Guidance for Working at UK Exhibition Venues) which includes Electrical Installations and Testing. The eGuide came into force with the intention of providing a consistent set of regulations for working UK venues and can be found online at www.aeo.org.uk.eguide. Full adherence to this guide is required. A revised minimum standard of electrical installation and testing has been adopted throughout all UK venues to raise official exhibition hall practices close to the requirements of BS7671 17th edition and therefore more likely to be viewed by a court as compliant with the law.

3. Swink Events has made arrangements with the official contractor for the show, HIC, to ensure that all relevant testing on all shell scheme stands is conducted to meet the new standards. IMPORTANT: In exceptional circumstances, if you have written consent from the Organisers to build a bespoke structure within your shell scheme stand, you will be required to have your installation fully inspected and tested and issued an appropriate test certification by the Official Contractor HIC before connection to mains power is permitted. The cost of this inspection will be charged to you by HIC. If you intend to use your own portable lighting systems such as on pop-‐up displays, it is your responsibility to ensure that the system, or any pre-‐fabricated wiring complies with the EVA regulations, the eGuide, is fully PAT tested and has been inspected and tested by a competent electrician prior to use.

4. Shell scheme exhibitors will be provided with an allocation of spotlights and sockets, dependent on stand size: -‐ 1 x 500w socket and x2 spotlights if a (2m x 1m) -‐ 2 x 500w socket and x4 spotlights if a (4m x 1m) -‐ 1 x double 1kW socket and 3x spotlights if a (3m x 3m) -‐ 2 x double 1kW socket and 6x spotlights if a (3m x 6m) -‐ 3 x double 1KW socket and x4 long arm sun floods if a (6m x 6m)

Additional items may be ordered by completing the Electrical Order Form 4 found in the Order Forms Section. 5. If you intend to use a large quantity of electrical and computer equipment on your stand, a single 1kW socket

may not suffice and could lead to blown fuses resulting in loss of power and lighting to neighbouring stands as well as your own. Make sure you order additional sockets for large quantities of electrical equipment bearing in mind that all appliances have varying power requirements. Ensure you order the correct socket by checking the reference tag fitted to all appliances. All plug-‐in appliances must be PAT tested and certified.

6. Each socket provided by the official contractor is 13 Amp as part of the package is as shown below.

7. It is the responsibility of each exhibitor to check that all equipment run from the sockets provided/ordered is suitable and you should order higher ratings if required. The use of 4-‐way units is permitted, provided that only ONE 4-‐way unit is used per socket and is subject to a maximum loading of 500w. Linking on 4-‐way unit to another (Daisy Chaining) is strictly prohibited.

Type G

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8. Lighting connections must not exceed 1000w. The maximum load of 1KW is permitted on each lighting circuit.

Multiple light fittings and/or 4-‐way extension leads must not be plugged into 2kW or 3kW sockets. You need to order sufficient individual sockets for your lights. When using lights on a track, add the total wattage of all the lamps together to give you the correct rate socket or connection. If your light fittings cannot be pre-‐wired, you will need to order an individual socket or connection for each fitting. You should also carry a quantity of spare lamps/bulbs as maintenance to your own light fittings is NOT included in any socket or connection costs.

9. All your own fittings must have a short tail (1.5mm2 cable or flex) together with a connector block and insulated enclosure box to each connection. Failure to comply with these requirements will result in additional charges on site.

10. All wiring must be carried out in PVC Twin and Earth cable, not less than 1.5mm2. 11. All wiring below 2.5m must be mechanically protected by high impact conduit. 12. The maximum length of flexible cord on an appliance or 4-‐way trailing lead is 2m. 13. Do not coil up long cables: unroll them to ensure they do not heat up or have them cut to the correct length

(the maximum length for a cable is 2m). To avoid these problems, ensure that the location of the socket(s) is as required for your stand layout by sending a plan IN ADVANCE (using the reverse of the Electrics Form at the rear of the manual) so that HIC can fit the socket(s) in the required location to avoid the need for daisy chaining or long-‐lead lengths, both of which are prohibited.

14. Multi-‐way plug-‐in type and bayonet adaptors are not permitted. 15. Plug tops must comply with British Standard BS1363 and be suitably fused. 16. Not more than one flexible cord should be connected to one plug top. 17. All truss and metal framing shall have an independent earth bond and back to the main earth supply on the

fuse board. 18. Halogens can cause overloading issues and fire safety risks as they become very hot. It is imperative that if

you wish to use your own light fittings, you contact HIC in advance to discuss your power requirements and that you carefully arrange lights so that they cannot cause a fire risk. We recommend using low power alternatives.

19. Transformers must be fused on both primary and secondary sides and consideration given to the sitting of transformers to avoid volt drop. Transformers must be well ventilated and easily accessible.

FIRE REGULATIONS

1. It is strictly forbidden to block the locations of any fire equipment as well as fire doors. 2. Fire extinguishers will be placed around the hall. It is not permitted to move or hide fire extinguishers. Fire

extinguishing equipment and firefighting equipment may not be used for any purpose other than fire extinguishing.

3. If exhibitors are showcasing products with a fire risk, they are required to bring suitable fire extinguishers with them and pre advise the Organisers.

4. Smoking is not permitted in the exhibition hall. 5. Welding on-‐site is not permitted. 6. Excess literature and promotional materials may not be stored behind your stand. 7. Fuel based paints for decorating stands are not permitted. 8. The storage and use of highly inflammable liquids, inflammable liquids and containers with inflammable gas is

prohibited. 9. The use of damaged electrical equipment, sockets and wires is not permitted. 10. Bulbs and lamps must not be covered with paper, fabric or any other flammable material. 11. The use of open flames is not permitted.

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FOOD & HYGIENE REGULATIONS

Stringent and legally obliging food and hygiene rules and regulations apply to the provision of food and drink for public consumption and an exhibition stand is no exception. The Official Venue Caterers should provide all your catering and corporate hospitality requirements. Requests for the use of any outside catering service must be made to the Organisers in writing and permission granted by the Organisers as well as the Venue. A number of detailed and legal health and safety documents will be required to be submitted and accepted by the Organisers and Venue if any dispensation to use outside caterers is to be granted. Corkage fees will be applied. For full detailed information on documentation required and rules and regulations governing the serving of food and beverages, please see the Health and Safety Section page 38.

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SECTION 4:

HEALTH & SAFETY

-‐ Health & Safety Regulations -‐ Fire Procedures

-‐ Emergency Procedures -‐ Food & Hygiene Regulations -‐ Lifting & Manual Handling

-‐ Risk Assessment Procedure

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HEALTH & SAFETY -‐ REGULATIONS

Swink Events and HIC (Harrogate International Centre) are committed to providing, maintaining and promoting, as far is reasonably practicable, the highest standards of Health, Safety and Welfare at Convergence Summit North. All exhibitors and contractors at Convergence Summit North should provide a safe place and system of work. Successful safety management requires the commitment, involvement and co-‐operation of all those onsite at an event. It is the policy of Swink Events to endeavour to seek the co-‐operations of all concerned in order to achieve the highest standards, in all aspects of health and safety.

Swink Events and HIC, within the scope of their own laid down policies have a responsibility to ensure that safe working practices are maintained at all times, which includes reminding persons working at the event, other than HIC or Swink Events employees, of their responsibilities whilst working at the exhibition venue.

As an Exhibitor or Contractor you have a duty under The Health & Safety at Work Etc. Act 1974 to ensure that all personnel employed and contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used, far as is reasonably practicable, are safe and without risks to health. This includes that all their employees are provided with suitable and sufficient information, instruction, training and supervision to ensure not only their own health and safety but that of others working or attending the vicinity.

Key Requirements

Exhibition stands are considered to be a workplace and Exhibitors are therefore responsible for all activities that take place on their stand throughout the event, with the exception of the actual build of shell scheme stands. As an exhibitor, it is your legal and moral responsibility as far as is reasonably practicable to ensure the health, safety and welfare of everyone sharing your work site at the exhibition. Do therefore consider the following points:

• Do make sure that you and anyone manning your stand understand the First Aid, Fire and Evacuation procedures and locations of the hall exits.

• Do ensure that anyone working for you has good safety practices. • Do ensure that any self-‐appointed stand contractor holds all the relevant safety qualifications,

documentation and insurances. They need to provide a suitable and sufficient Risk Assessment for the build and dismantle of the stand.

• As an Exhibitor you must complete a suitable and sufficient Risk Assessment of the build-‐up and breakdown of your stand as well as the open period of the show covering equipment used and your activities on the stand.

• A person(s) must be appointed who is responsible for health and safety matters on the stand. • Do ensure that you have a valid insurance policy. • Do ensure that measures are taken to minimise the impact of your operations on the environment. • Do make sure that you are working safely. Working at height on ladders and scaffolding must be done in

a controlled and safe manner. Your contractors should wear suitable protective clothing e.g. foot, hand and eye protection.

• Do ensure that operators of equipment are fully trained and the equipment being used is properly certified.

• All electrical work is carried out safely by the official contractor and any stand contractor as laid out by the show regulations.

• It is your responsibility to ensure that any electrical equipment or pre-‐wired units comply with the electrical regulations outlined on page 34 before they are installed on site.

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• Portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.

• Do ensure that before the show opens, all rubbish and packing from your stand is removed from the exhibition area. It must not be stored on or behind your stand during the show as it is a fire hazard.

• Do not use flammable materials as part of your displays. • Do not use overloaded or insecure displays. Stands and displays can be knocked over and therefore must

be safe and secure. • Under no circumstances whatsoever bring children into the hall during build-‐up and breakdown. • Do not overload trolleys – not only does this damage your exhibits but will make it much harder to

manoeuvre your way to your stand and may cause injury to you or other people. • Do not block the aisles with your stand fitting, plants, rubbish or exhibits.

IMPORTANT – NEW FOR Convergence Summit North 2016:

Under new legislation brought into effect from 1st April 2015, events are required to comply with the Construction (Design and Management) Regulations 2015 (CDM 2015). CDM 2015 makes the general duties of the Health and Safety at Work etc. Act 1974 more specific. They complement the general Management of Health and Safety at Work Regulations 1999 and integrate health and safety into the management of construction projects. Under the CDM 2015 regulations, the build-‐up and breakdown phases of Convergence Summit North 2016 will be classed as a CDM construction site and as such full CDM rules will apply. The key principles of CDM 2015 will be familiar to those already managing risks effectively as part of their event production. The main key principles are:

• Eliminate or Control risk AFARP (as far as is reasonably practicable)

• Ensure work is effectively planned

• Appoint the right people and organisations at the right time

• Make sure everyone has the information, instruction, training and supervision they need to carry out their jobs safely and without damage to health

• Have systems in place to help parties co-‐operate and communicate with each other and co-‐ordinate their work

IMPORTANT: Under CDM regulations, NO exhibitors will be allowed access to the CDM site before 1500hrs on Monday 14th March unless prior written approval has been granted by the Organisers. All exhibitors with authorised entry will be required to wear high-‐vis and ‘appropriate’ footwear (no flip flops, sandals, high heeled shoes or ballet/dolly shoes will be allowed). Any Exhibitors or their Contractors doing stand construction (other than pop ups and stand dressing) must wear steel toe capped boots (safety footwear). The only exception to wearing steel toe caps is carpet layers.

ALL exhibitors granted access into the CDM site will need to undergo a full site safety induction prior to accessing the site.

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FIRE PRECAUTIONS AND PROCEDURES

1. Be conscious of fire risks at all times 2. No smoking is permitted anywhere inside the venue. 3. Report any signs or smells of burning to the Organisers and if fire is located, activate the nearest alarm –

these are glass fronted fire alarm call points (located near fire exits, main doors, linkways etc.) – this will call the Fire Brigade and sound the alarms.

4. The sounding of loud alarms/sirens indicates a fire alarm. 5. Attack the fire with the equipment provided – only if there is no immediate danger to yourself. Be aware

of the type of fire you are fighting, i.e. electrical fires must only be fought with green/black/blue extinguishers, or those displaying the appropriate markings. If possible inform a member of HIC Staff/Duty Manager of the area the fire is in.

6. It is strictly forbidden to block the locations of any fire equipment as well as fire doors. 7. Fire extinguishers will be placed around the hall – it is not permitted to move or hide them. Fire

extinguishing equipment and firefighting equipment may not be used for any purpose other than fire extinguishing.

8. If exhibitors are showcasing products with a fire risk, they are required to bring suitable fire extinguishers with them and pre advise the Organisers.

9. Welding on-‐site is not permitted. 10. Excess literature and promotional materials may not be stored behind your stand. 11. Fuel based paints for decorating stands are not permitted. 12. All stand fitting must be made of non-‐flammable materials. See page 33. 13. The storage and use of highly inflammable liquids, inflammable liquids and containers with inflammable gas

is prohibited. 14. The use of damaged electrical equipment, sockets and wires is not permitted. 15. Bulbs and lamps must not be covered with paper, fabric or any other inflammable material. 16. The use of open flames is not permitted.

EMERGENCY PROCEDURES

All exhibitors are obliged to learn the locations of emergency exits in the halls and areas where their stand is located. Exit doors should not be blocked and the exit doors cannot be prevented from opening. It is of the upmost importance that exhibitors and their staff are aware of the following security, evacuation and fire procedures: Fire Procedure If you discover a fire: -‐

1. Immediately operate the nearest available Fire Alarm. 2. Inform the Organisers Office, or member of Organising team, of the location of fire. 3. Leave the building by the nearest available EXIT, informing other personnel that they should leave also.

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Suspicious Objects Make constant checks of your stand to ensure that no unidentifiable packages, cases or bags have been deposited. If you discover a suspicious package, or it reported to you:-‐

1. Do not touch it 2. Ensure that the package does not belong to anyone in the vicinity 3. If not owned, report it immediately to the Organisers who will contact officials from HIC.

Medical Emergencies In the event of urgent medical assistance being required, notify First Aid and the Organisers immediately without delay by notifying the Organisers or a HIC steward or security officer, giving the exact location of the casualty and details of injuries sustained e.g. obvious bleeding, unconsciousness. In the event of an accident, the location should be left as found except for necessary movements of items, or isolation of power supply to ensure the safety of the injured party or those attending to render First Aid, until authorised by the Health and Safety Officer or a member of the fire division.

EMERGENCY EVACUATION PROCEDURE

If you should hear the alarm, evacuate immediately by the nearest exit and make your way to the appropriate assembly point:-‐ Exhibition Halls C, M -‐ Crescent Gardens opposite the front of the Royal Hall, adjacent to the St George Hotel. If you are a stand holder, do not try to remove your goods from the halls. Leave the halls immediately by the nearest emergency exit. Do not use lifts if the fire alarm sounds. You will be informed of the situation at your assembly point. Permission to re-‐entre the halls may only be given by the Fire Officer in charge. Exhibitors and Contractors should account for all their staff.

FOOD & HYGIENE REGULATIONS

It is essential that any stand providing refreshments to visitors must comply with the provision of the Food Safety Act 1990 and Food Hygiene (Amendment) Regs 1990. If you intend to provide any sort of food sampling or corporate hospitality on your stand, there are various legally obliging and stringent health and safety rules and regulations that need to be adhered to when serving food and drink for public consumption and it is for this reason that we strongly advise that you use the venue Official Caterers for all forms of stand catering. Both the Venue and the Organisers will need to be satisfied that there are adequate processes and procedures in place to meet the strict legal hygiene obligations required and relevant documentation must be submitted prior to the show which includes but is not limited to:

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• Completing and returning a HACCP (Hazard Critical Control Points) Form • Completing and returning a detailed Risk Assessment Form

The law requires the following:

• Open food displayed for consumption must be adequately screened against risk of contamination by visitors

• Certain foods must be kept at a controlled temperature if the product contains cooked products such as meat, fish, eggs, cheese or vegetables.

• The Food Hygiene (amendment) Regulations 1990 require foods such as soft cheese, sandwiches and cream cakes to be stored at temperatures not exceeding 80c unless stated otherwise by the manufacturer. Other cooked foods like pies, pasties and sausage rolls and smoked or cured fish, if being served that day, must be kept at a temperature of not less than 630c.

• Sandwiches, which contain any of the relevant foods, must be kept at or below 80c unless served within 4 hours of completion or preparation.

• The same stringent food hygiene regulations apply to the supply and preparation of fruit for cocktails as apply to other food for consumption.

As there are no piped water and waste facilities at the venue, only pre-‐prepared or pre-‐wrapped non-‐perishable foods such as biscuits, nuts, crisps etc. and beverages from disposable cups should be served. If you intend to serve perishable foods you must use the official venue caterers. All catering should be provided by the official Venue caterers and the Organisers and Venue will need to grant permission to use any form of outside catering, which includes the Exhibitor supplying any food or beverages themselves. If permission is granted by the Venue upon receipt of the relevant detailed health and safety documentation, a corkage fee will apply.

LIFTING AND MANUAL HANDLING GUIDLELNES

Heavy Lifting In the interest of health and safety, the officially appointed lifting contractor (WES Logistics) is the only company permitted to operate mechanical and other load handling equipment inside and outside the hall. Forklifts and other self-‐drive lifting equipment will not be permitted at the Venue. Ladders/Stepladders Ladders must be used safely at all times and may need to be secured at the top to avoid falls. General lifting/Packing Cases

• Work areas should be maintained free from general waste and packaging materials • Packing cases must not be allowed to obstruct gangways and fire exits • Nails etc. must not be left protruding from any packing case or material. • All packing cases and material must be removed from the exhibition hall as soon as possible. • MANUAL HANDLING GUIDELINES

During your participation at Convergence Summit North, especially during the buildup of the event, you or a member of your staff may need to lift or move items. The Manual Handling Operations Regulations 1992 (as amended)

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establish a clear hierarchy of measures for dealing with risks from manual handling, as outlined below. Please read carefully and circulate this information to your staff prior to the event.

1. Avoid hazardous manual handling operations so far as reasonably practicable; 2. Assess any hazardous manual handling operations that cannot be avoided; and 3. Reduce the risk of injury so far as reasonably practicable

Before you start • Think about the job

→ Does it need carrying, or can a trolley or other equipment be used instead

• Think about what you are going to do before you do it:

→ Where is the load going? → Does it need more than one person to lift it

safely? → Is there enough room? → How can you avoid having to twist when

lifting or putting the load down? • Think about you

→ Are you dressed for the job? Tight clothing can restrict movement. High heels are never suitable.

→ Do you have a health problem that might make you vulnerable to injury

• If you are not sure of how heavy a load is, test it out before you try to lift it: → Gently rock the load to test the weight and

its distribution

• If you have not been trained, you should not lift >15Kg without advice from your local Manual Handling Assessor

• Remove any obstructions/tripping hazards from the route

• Work out where and how to take a rest if moving a heavy load over a long distance

• Are there any sharp edges? If so, then you may need to wear gloves to protect yourself • If load is too bulky, look at ways in which to

break it down

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Lifting technique

• Place your feet apart to make a stable base for lifting

• Placing one leg forward in front of the other will help improve balance and control

• If you have to reach out to the load, try sliding

it towards you before attempting to lift it

• If lifting from a low height, bend your knees, NOT your back

• Stand correctly, keeping your back straight

and your chin tucked in

• Keep your shoulders level and facing the same direction as your hips

• Lift smoothly, avoiding jerking movements#

• Lift your head first – your back then

straightens automatically

• Grip the load with your palms, rather than just your fingers – If you need to change your grip, rest the load first.

• Keep your arms close to your body to help

support the load

• Do not allow the load to obstruct your view – seek assistance if it is too large.

Moving the load

• When carrying, keep the load as close to the

body as possible

• Keep the heaviest side of the load closest to your body

• When pulling or pushing, use your body

weight to move the load – if possible, let the momentum of the load do some of the work e.g. when pushing trolleys

• When pulling, keep your back straight and

your arms as close to your body centre line as possible

• Avoid twisting your body when turning

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RISK ASSESSMENT – PROCEDURE

IT IS A LEGAL AND COMPULSORY SHOW REQUIREMENT THAT EVERY EXHIBITOR UNDERTAKES THEIR OWN SUITABLE AND SUFFICIENT ASSESSMENT OF THE SIGNIFICANT RISK TO HEALTH AND SAFETY TO THEIR EMPLOYEES AND PERSONS NOT IN THEIR EMPLOYEMENT ARISING OUT OF OR IN CONNECTION WITH THE CONDUCT OR UNDERTAKINGS AT HIC HARROGATE. The Risk Assessment shall cover as a minimum (but not limited to) the build-‐up of the stand, the open period and break down of the stand. You are required to take into account the work practices and exhibits – you need to include the open period of the show, taking into account the activities you and your staff will be carrying out on the stand and any potential risk to visitors e.g. using and displaying electronic equipment and ensuring all trailing cabling is hidden or suitably strapped down so as not to pose a trip hazard. Think of any interactive activities in which you may be engaging visitors. Will this require additional supervision, third party insurance etc? A template Risk Assessment form has been included at the rear of the manual. See guidelines below for help in carrying out your assessment. However simple your stand erection is and the perceived risk insignificant, we require a Risk Assessment in writing from you showing that you have given due thought and attention to the construction process of your stand and the activities carried out on your stand during the event and any possible risks involved, be they very minimal or highly unlikely. This is for any possible future reference and is as much for your benefit as ours. A blank form submitted or one with the blanket wording ‘no risks’ throughout will not be accepted as an adequate and accurate assessment. We ask for nothing complicated, just some common sense listing of obvious things such as trip hazard from boxes, loose cabling, secure panel and display erection etc. If you have any queries regarding what is required, please contact Nika Czoch on Tel: 0208 998 1053 or email [email protected]. AS AN EXHIBITOR YOU HAVE A LEGAL DUTY TO ASSESS RISKS APPERTAINING TO YOUR PARTICIPATION AT THE EXHIBITON. THE RISK ASSESSMENT FORM IS INTENTED AS GUIDANCE ONLY AND COMPLETION DOES NOT ABSOLVE YOU FROM YOUR LEGAL RESPONSIBILITIES OR TRANSFER THEM TO SWINK EVENTS.

RISK ASSESSMENT -‐ COMPLETION GUIDELINES

The Risk Assessment must be duly completed and signed. Please turn to the Forms Section and the guidelines below to complete this task. If you are require further assistance, contact Nika Czoch on Tel: 0208 998 1053 or email [email protected]. Assessment and Control of Risk Areas The vast majority of activities carried out are of low risk and a general common sense approach to safety will be sufficient to control this risk. Please refer to the Risk Assessment form in the forms section. Risk Assessment Procedure An assessment of risk is nothing more than a careful examination of all works associated items which could cause harm to people. The aim is to make sure that no one gets hurt or becomes ill by taking all practicable, foreseeable precautions to prevent them.

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‘Hazard’ means anything that can cause harm (e.g. chemicals, electricity). ‘Risk’ is the chance, great or small, that someone will be harmed by the hazard. The important thing to be decided is whether the hazard has the potential to cause harm and whether it is covered by satisfactory precautions so that the risk of causing harm is adequately controlled. This must be checked when assessing the risks. For instance, electricity can kill but the risk of it doing so is remote provided that live components are insulated and metal casings properly earthed. Assessing Hazard Don’t be overcomplicated. The hazards are comparatively few and straightforward. Checking them is common-‐sense, but necessary. Some of them will have been assessed already – e.g. if toxic or dangerous chemicals are used, an Assessment should have already been made of the risks to health and precautions to be taken under the Control of Substances Hazardous to Health Regulations (COSHH). If so, consider them to have been checked and write that down when making a written assessment. For other hazards, list machinery/equipment that could cause harm or if there is an obvious trip hazard where someone could be hurt etc. If so, check that all reasonable precautions have been taken to avoid injury. Step 1 – Look for hazards Walk around your stand (either physically or mentally before the event) and look afresh at what could reasonably be expected to cause harm. Ask your staff what they think; they may have noticed things that are not immediately obvious. Manufacturers’ instructions or datasheets can also help identify hazards and put risks into their true perspective. Step 2 – Decide who might be harmed and how Think about people who may not be aware of what equipment or activities are taking place on your stand, e.g. visitors, cleaners, contractors etc. Is there any chance they could be harmed? Step 3 – Evaluate the risks arising from the hazards and decide whether existing precautions are adequate or more should be done Even after all precautions have been taken, usually some risk remains. Decide whether the remaining risk is high, medium or low. Firstly, ask if all the things that the law requires have been done? For example, there are legal requirements on prevention of access to dangerous parts of machinery. Then ask whether generally accepted industry standards are in place? But don’t stop there because the law also says that all that is reasonably practicable to keep the workplace safe must be done. The real aim is to make the risks as small as possible by adding to existing precautions as necessary. More information about legal requirements and standards can be found in the relevant HSE publication entitled Management of Health and Safety at Work: Approved Code of Practice and Essentials of Health and Safety. If something needs to be done, is it possible to:-‐

Ø Get rid of the hazard altogether?

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Ø Control the risk so that harm is unlikely? Should you find a significant risk, a more detailed Risk Assessment on that risk must be completed. Step 4 – Record your findings and implement controls Once the Risk Assessment has been completed, the controls must be implemented on the event floor itself. It is worthwhile considering all the practical implications of control measures before they are put into place. However, putting the results into practice will make a difference when looking after people and your business. Writing down the results of the Risk Assessment and sharing them with staff encourages you to do this. When writing results, keep it simple, e.g. ‘tripping over rubbish’: bins provided, staff instructed, regular housekeeping checks. Step 5 – Monitor and Review It is important to monitor the event floor to ensure that prescribed controls are actually in place. You also need a system of reviewing Risk Assessments. Event Risk Assessments have a natural review cycle and a new one is required for each event. For routine operations every risk assessment should have a review date. Other times when a Risk Assessment needs to be reviewed are:

• When there has been an accident or incident

• Where there is a significant change in personnel or process

• Where this is a change in the law

• When monitoring reveals problems. Record and notify the findings. Write down the findings of your Risk Assessment. Pass on the information about significant risks to those people identified in Step 1 and record what measures you have taken to control those risks. Write it all down, then do it on site and remember to keep it simple. This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. All safety documentation produced by Exhibitors and Contractors must be shared with all relevant parties in advance of the Show and can be updated when required such as if new work practices are brought in or new staff employed or the working environment changes. Handwritten changes are quite acceptable and remember to implement the changes required for next time.

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SECTION 5:

A-‐Z General Information:

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GENERAL INFORMATION A-‐Z

ACCOMMODATION

The Convergence Summit North has negotiated special rates through Trinity Event Solutions for the Majestic Hotel which will be the headquarters for this event. The Majestic is a 2 minute walk from the venue and with many exhibitors and visitors staying at the hotel, it will be networking hub throughout the event. The Exhibitors’ Comedy Store Party will be held at the Majestic Hotel on the Tuesday night. Residents exhibiting at the Convergence Summit North will receive free parking and free Wi-‐Fi for the duration of their stay. For further information and to make a reservation please refer to Order Form 8 in the Order Forms Section at the back of the manual or contact Trinity direct on 01786 484 050.

AUDIO VISUAL

DB Systems is Convergence Summit North’s preferred AV supplier. Please refer to their order form for details and pricing, located at the back of the manual in the Order Forms Section. Hire equipment will be installed prior to your arrival for set up and will be removed after the event closes. You are free to bring your own equipment but must be aware that no technical assistance will be available from the official contractors and you are therefore encouraged to hire all items from the official contactor. Audio-‐visual presentations must not annoy other Exhibitors. Volume must be set so as to be unobtrusive to neighbouring stands and never exceed 50 decibels at a distance of four feet from the source of sound. Screens should be set back by at least 1m from the gangways to ensure they do not cause a bottleneck in the aisles if delegates are watching them. The Organisers reserve the right to switch off or remove any display/presentation/installation that upsets or offends any other Exhibitor.

BANKING

There is an ATM located outside the main entrance to Hall M and there are branches of all major banks in Harrogate Town Centre.

BALLOONS

All balloons must be tethered securely as a substantial charge will be passed on to the exhibitor if balloons need to be retrieved from the roof voids.

BANNERS/DROP WIRES

Rigging of banners is ONLY permitted where it has been previously arranged through the Organisers. If you are interested in booking a banner site, please contact the Events Coordinator listed in the contacts section at the front of the manual.

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BROADBAND

Harrogate International Centre (HIC) offers free Wi-‐Fi to exhibitors and visitors at the event. It is recommended that if you require a dedicated stable internet connection that you order a hardwired internet solution from HIC’s IT Department. Please refer to the internet order form at the back of the manual for more details and cost.

IMPORTANT: Wireless routers must not be used without contacting HIC’s IT department prior to the event.

Please contact the Events IT department at HIC on 01423 537223 or email [email protected] for more information.

BUILD UP AND BREAKDOWN

Build up is between 1500hrs and 2000hrs on Monday 14th March.

All vehicles delivering exhibits or stand fittings must clearly display a Vehicle Delivery or Collection Pass in their windscreen. Please be aware that vehicle marshalling around the loading bay area will be in operation throughout build up and breakdown. Once goods vehicles are unloaded they must be removed from the loading area immediately. Exhibitors can park either back in the Dragon Road Vehicle Park or at HIC or Jubilee Car Parks adjacent to the venue – see information on page 13. Please be aware that pay and display costs apply and height restrictions apply in the HIC and Jubilee parks. No height restrictions apply in Dragon Road Vehicle Park and it is free to exhibitors. All Vehicle Delivery and Collection Passes will be issued by the Traffic Marshalls at the Dragon Road Vehicle Park. Breakdown is between 1600hrs and 2000hrs on Wednesday 16th March. Exhibitors will be allowed to queue their vehicle up at the Dragon Road Vehicle Park from 3.30pm onwards on Wednesday 16th March. The same procedure will be followed as for Build Up. No exhibits may be removed before the exhibition closes at 1600hrs on Wednesday 16th March unless accompanied by a Goods Pass-‐Out Pass issued by the Organiser’s Office. It is prohibited to dismantle stands and exhibits until all visitors have left the hall. No contractors will be allowed into the hall until this time. Please ensure you have briefed any contractors or collection couriers accordingly – see ‘Courier Collection’ section below and for important information on when couriers will be allowed into the hall.

VENUE ACCESS DIRECTIONS – please refer to street map and Exhibitor Holding Vehicle Park map on pages 11 to 14

Vehicle access to the venue is strictly via the Dragon Road Vehicle Park Exhibitor Holding Area only.

A queuing system will be in operation and traffic marshals will issue you with an entry pass for an allotted time to gain access in/out of the venue when space becomes available. The route from the holding park to the venue will be clearly signed. See page 14 for detailed information on the procedure.

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Soft breakdown

Soft Breakdown is the one hour time period given to exhibitors to pack and remove items from their stands prior to introduction of CDM site regulations which will occur at approximately 1700 hours. During Soft Breakdown contractors are not allowed to undertake any dismantling of stands involving the use of ladders, power tools etc. Once the CDM site has been called, hi-‐vis and appropriate footwear will be required to be worn by all exhibitors/venue staff remaining in the hall and hi-‐vis/safety footwear will require to be worn by all contractors (with the exception of carpet fitters)

If you need to stay longer than the first hour of breakdown, you will need to inform the Organiser’s Office as you will be required to be given a site safety induction (if you have had one prior to coming on site you will be exempt) and you will be required to wear appropriate footwear with hard soles and high viz.

Courier Collections

Because of the new health and safety regulations we are operating under, couriers will be allowed to collect goods from your stand up to 5pm approximately whilst soft break down is in operation. After which time, couriers will only be allowed as far as the Organisers Office Desk in the front foyer and will not be allowed entry into the hall.

Any courier collections after 5pm must be brought ready for collection i.e. items fully packed, labelled and ready for pick up to the Organisers Desk in the front entrance foyer to Hall M. Your items must be clearly labelled with your company name and stand number and the courier company expressly informed who they are collecting for. The Organiser’s Office must be informed in person by you of the intended collection. Whilst we will endeavour to assist, the Organisers cannot take any responsibility for lost items or failed pickups and you are strongly advised to remain in the entrance foyer until your courier has arrived.

All stands must be clear of stand fittings by 2000hrs on Wednesday 16th March.

BUILD UP SECURITY PASSES For security purposes ALL contractors and exhibitors entering the hall during Build-‐Up will be required to wear a Contractor Pass wristband at all times, these will be issued two weeks prior to the event with the Final Exhibitor Communication and at the entrance doors.

CAR PARKING

Exhibitors staying at the Majestic Hotel can park free of charge for the duration of the event which is a 2 minute walk from the hotel. Exhibitors can also park for the duration of the event at Dragon Road Vehicle Park (the Exhibitor Holding Area). Please be aware, however, that this is open to the public and as such not a secure car park. The nearest car park adjacent to HIC is the underground HIC Car Park followed by the Jubilee Car Park on Parliament Street. However, please be aware that 6’ 6” height restrictions apply in both of these. Pay and display costs apply of £13 for 24 hours. If you intend to park up a lorry or tall Luton van, please use the Dragon Road Vehicle Park.

CARPET

Stand carpet will be Black (other than a lounge package if a bespoke colour option is chosen). Gangway carpet will be Red.

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CHILDREN

Convergence Summit North is a business event and as such, no children under the age of 16 will be allowed access to the event. Access for children under the age of 16 is also strictly forbidden during the high risk periods of build-‐up and breakdown on the grounds of health and safety.

DELIVERIES

IMPORTANT -‐ NEW FOR Convergence Summit North 2016: Under new health and safety legislation the Convergence Summit North 2016 is classed as a CDM construction site during the construction phase of build-‐up. Any Courier deliveries to the venue before 1500hrs on Monday 14th March will NOT be accepted as couriers will not be allowed access onto the site if not dressed in high vis and appropriate hard soled footwear. Exhibitors are therefore strongly advised NOT to deliver exhibits until 1500hrs on Monday 14th March. Any exhibitor having difficulty with these delivery times is asked to contact Nika Czoch on Tel: 0208 998 1053 or email [email protected]. Please note that a representative of your company MUST be present to sign for any deliveries. The Organisers will NOT sign for deliveries on your behalf or accept any goods on behalf of exhibitors, nor are they insured for any loss or damage of goods. All deliveries to the exhibition must be clearly marked with the following: Exhibitor Contact Name, Exhibitor Stand Name, Stand Number, Convergence Summit North, Harrogate, HG1 5LA. WES Logistics, the official freight forwarder, offers a courier service to and from the show as well as onsite lifting, handling and storage. Please refer to the order form at the rear of the manual for further information and pricing. IMPORTANT: There is very limited facility for re-‐stocking on site. Any exhibitors wishing to bring items into the hall and onto their stand during the show open days, including the opening morning of the show, will have to use the front visitor entrance and items will need to be hand carried into the hall from 8am – 9.30am. Please note that the loading door will NOT be accessible or in operation at all during the show open days. This includes the pre-‐show morning on both exhibition open days. No trolleys will be permitted during the open period.

ELECTRICS & LIGHTING

Please see the important section on electrical rules and regulations as to what is permissible regarding lighting and power to stands – including new compulsory testing regulations in force on page 34.

EXHIBITOR BADGES

Please order your badges online http://milespub.circdata-‐solutions.co.uk/Exhibitors/CSN16/LogIn.aspx

Exhibitor badges will be sent to you approximately two weeks prior to the event. For security reasons, your staff must wear the badges at all times to gain access to the exhibition area. Exhibitor badges remain valid for the duration of the show including build-‐up and breakdown periods.

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EXHIBITOR & CONTRACTOR ADMISSION

In the interests of security, all exhibitors and contractors must wear identity passes/wristbands provided at all times during the Build-‐Up, Break-‐down and Open periods of the show. Security staff will not allow you or your staff to enter the exhibition without a valid pass or wristband.

FIRE EXTINGUISHERS

Fire extinguishers will be set out throughout the hall. Please ensure that your stand personnel are conversant with their use and are aware of the position of the nearest fire alarm point.

FIRST AID

There is a First Aid station located inside the venue up the stairs off the entrance foyer. In the first instance please contact an HIC steward or security official. Contact with First Aid can be made via Tel: 07525 987 943 or via the Organiser’s Office.

FURNITURE

Inspire Furniture offers a wide range of exhibition stand furniture; please refer to their website for more details at www.inspirehire.co.uk Login Password ‘Hire 11’.

GOODS PASS-‐OUT SYSTEM

Once the exhibition is open to visitors, no stand equipment or display items from your stand will be permitted to be removed from the exhibition hall until official break-‐down of the show has commenced. If you intend to remove any such items during the event, you will be asked to complete a Goods Pass-‐Out form showing personal identification at the Organisers Office.

HIRE CHARGES

Please note that charges may apply for any items ordered and subsequently cancelled dependent upon the notice period given. At the end of the exhibition all rented items will be collected by the contractor and checked for damages. Rented items are supplied in good condition but do not always appear brand new. If you have any complaints about the quality of the hired item when it is delivered to your stand please notify Nika Czoch as soon as possible.

LITERATURE DISTRIBUTION

The distribution of leaflets and other promotional materials should be confined to your stand area at all times and is not permitted in the gangways or elsewhere in the exhibition grounds. The Organisers reserve the right to prohibit

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the display or distribution of advertising matter that could give rise to offence and to confiscate the supplies thereof for the duration of the event. For further information on Marketing & Sponsorship Opportunities please contact the Events Coordinator listed under “Organiser Contacts”.

LOST PROPERTY

Any lost property found must be handed in to the Organisers Office. Lost property will be taken to the concierge team at HIC. If after 6 weeks no claim is made in respect of the property, HIC shall consider that title to that property has been abandoned and shall pass on the property to the local police station.

MARKETING & SPONSORSHIP OPPORTUNITIES

The Convergence Summit offers its exhibitors a wide range of opportunities with our far-‐reaching marketing campaign aimed at attracting resellers from the Comms, IT and Mobile market. We offer a range of free marketing opportunities as well as paid-‐for promotional and sponsorship activities to help maximise your investment at the Summit. For details, please contact the Event Coordinator as named under ‘Organiser Contacts’.

MUSIC ON STANDS

If you intend to play copyrighted, recorded background music on your stand during the course of the exhibition, you are required by law to obtain music licenses. For further information please email [email protected]. The sound of any audio-‐visual equipment must be kept to an acceptable level and not exceed 50db. The Organisers reserve the right to curtail or ban demonstrations if complaints are received.

PATENT & COPYRIGHT

The exhibitor must make sure of protection of patent rights for equipment or products on display following the legal regulations in force. These formalities must be made before exhibiting these products or equipment, as the Organisers Swink Events LLP, cannot be held responsible in this particular field. For any further queries, please contact: The Patents Office, Concept House, Cardiff Road, Newport, NP9 1RH.

PERSONNEL/EMPLOYMENT OF LABOUR

In order to prevent any misunderstanding in respect of labour employed in connection with stand construction and display work, exhibitors are strongly recommended to use a contractor who is a member of the British Exhibition Contractors Association – BECA. In the interests of the exhibition as a whole, which must be the primary concern at all times, the Organiser’s decision on any dispute concerning labour being employed must be taken as final.

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SHIPPING/FREIGHT FORWARDING

Shipping, freight forwarding, lifting services and storage of empty cartons and packaging can be arranged through WES Logistics. Please contact WES Logistics using the details in the contacts section or refer to the form at the rear of the manual.

STAND CATERING

The official in-‐house caterers, HIC hospitality, have the sole right to supply all food and drinks consumed on site. All alcohol, beverages, consumables and catering equipment must only be obtained from them. For further information please contact them directly using the details provided in the Contacts Section of the manual. Their stand catering order form can be found in the Order Forms Section of the manual. In exceptional circumstances, if the official caterers cannot offer the service you require and a dispensation in writing has been granted by the Venue and Organisers for the use your own caterers, please be aware that legally binding and stringent hygiene and food control regulations must be adhered to at all times. Please refer to the ‘Health and Safety’ Section of the manual for more information. Please be aware that a corkage fee will apply.

STAND CLEANING, WASTE & DILAPIDATIONS

During the build-‐up and dismantling periods the exhibition hall will be cleared of small debris/items that can be placed in standard garbage bags. On exhibition open days, rubbish from stands should be placed outside the stand in the aisle in bags or boxes each morning and they will be emptied by the Venue at no charge. Stands will also be vacuumed daily, ready for each open day. However if more extensive stand cleaning is required please contact Nika Czoch in Event Operations with any requests you may have. During the dismantling period, all excess products (including excess literature) must be removed from the venue. Arrangements can be made with Event Operations to remove any items at your additional cost. Should any items be left at the Venue after the end of the breakdown period, these will be cleared at the expense of the relevant exhibitor. The Venue will bear no responsibility for any damages that may occur during transportation and clearance and will charge the exhibitor or its contractor for storage of the goods until they are collected.

STAND DRESSING

IMPORTANT: If you intend to use Pop-‐ups as part of your stand display, these must fit within the confines of your shell scheme stand. Please be aware that you will need to obtain prior approval from the Organisers for the fascia and grid ceiling to be removed from your stand (not always possible) and therefore any pop-‐ups forming part of your display must be within the 2.5m height confines of your ceiling grid. Any unsightly cabling or wiring at the back of any pop wall or display, especially the side-‐on view between pop-‐up and the shell wall must be neat or hidden from view. Open sides must remain open and unblocked by a full height run of solid graphic display. PLEASE CHECK YOUR STAND POSITION CAREFULLY ON THE FLOORPLAN. TO HELP YOU WE HAVE INDICATED ALL OPEN SIDES WITH

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BROKEN, DASHED LINES. PLEASE CHECK THAT YOU HAVE BOOKED THE CORRECT STAND LOCATION WITH THE CORRECT NUMBER OF SOLID WALLS FOR YOUR DISPLAY REQUIREMENTS. A solid walling effect created by pop-‐up displays etc. on an open side will NOT be allowed if deemed by the Organisers to have a detrimental effect on the show or surrounding stands. An open side may be partially blocked, however some transparent vision panels MUST be incorporated. The vision breaks do not have to be full height of the wall. However, the overall effect must be to allow visitors to see through the stand and add to the open feel of the exhibition. IMPORTANT: All materials and fabric used for stand dressing must be fire retardant. See pages 29 & 30 in the Stand Regulations Section for detailed information.

STAND INSURANCE Whilst the Organisers will take every precaution to protect property during the event, they will not be held responsible for any loss or damage caused directly or indirectly by the exhibitor or any contractor, sub-‐contractor, servant, agent or invitee of his, or the act, omission or neglect of any such person or by any exhibit, machinery etc.

Each exhibitor is also responsible for all claims arising from personal injury or damage to property during the periods of build-‐up, show open and break-‐down.

Please be warned that standard company policies are often not valid when participating at an exhibition. We strongly recommend that you ensure your insurance cover is sufficient and covers you fully in the event of a claim

IMPORTANT: Exhibitors and their contractors shall take out and maintain at all times public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £2,000,000 sterling (or its equivalent). The organiser shall be entitled to inspect the exhibitor’s public liability policy, which the exhibitor shall make available upon request.

In addition to the above insurance requirement, exhibitors and their contractors in the show must carry:

• Loss of expenses resulting from cancellation, abandonment, control of the organiser and/or exhibitor • Loss or damage to property of the exhibitor whilst at the exhibition centre including transit to and from the

exhibition • Contingent public liability (in excess of that already held by the exhibitor) whilst at the exhibition centre

Exhibitors must ensure that any appointed contractor has adequate and comprehensive employee and public liability insurance cover for the event. The Financial Services Authority regulations do not permit us to advise you directly on any insurance matter. However we wish to draw to your attention to insurance for Exhibitors offered by Hiscox. Please contact Hiscox to discuss Exhibitors Insurance. You are under no obligation to purchase such insurance from Hiscox and may therefore choose to seek insurance from other providers; however it is a compulsory requirement under our terms and conditions for an exhibitor to have sufficient and adequate public and employee liability cover for their attendance at the event. Details can be found in the rear of the manual in Section 7. For more details, click on https://www.hiscox.co.uk/events/3054

SECURITY

The Organisers will provide general security within the exhibition halls. However individual security of the stands and exhibits lies within the responsibility of each exhibitor. The Organisers of the event expressly disclaim responsibility for any loss or damage to property of any exhibitor from any cause. It is essential that you report any loss sustained from your stand to the Security or Organiser’s Office. To help ensure good security at the show, please follow these points:

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• Appoint one member of your team to be responsible for your company’s safety and security at the exhibition. • Do not leave cash, laptops, handbags, mobile phones, valuables etc. in unlocked drawers, cupboards or on

exhibits on your stand. • Do not leave wallets or mobile phones in unattended clothing. • Check all lockable desks and cupboards are locked before leaving your stand. • Please note that build-‐up and break-‐down are high-‐risk periods. We recommended you work in pairs so that

the stand is manned at all times. • Make sure you arrive prior to the official opening time and do not leave your stand at night before the hall is

clear of visitors. • Should you have small valuables that you wish to leave on your stand, you are advised to provide yourself

with lockable steel cabinets or other safe storage areas.

Should you require additional security cover for your stand then please contact Nika in Event Operations (see “Points of Contact”).

SMOKING

Smoking in the exhibition halls is strictly prohibited at all times. There will be designated smoking areas outside the venue.

STORAGE

Please note that there are no onsite storage facilities. All arrangements for storage during the show must be made through WES Logistics. Arrangements for storage of all empties and packaging materials should be made with the official logistics contractor WES Logistics, who will store such items for you and return them to your stand at the end of the exhibition.

Any boxes left unattended overnight will be removed from the hall and treated as rubbish.

• Storing empty boxes, packaging materials etc. behind your stand is expressly forbidden. • Storing flammable liquids or gases on your stand is strictly prohibited. • It may be some distance from your delivery vehicle to your stand so you are strongly advised to bring a

trolley with you. The Organisers do not have a trolley to loan to exhibitors. • You will need to make your own arrangements for removal and storage of boxes, packaging etc. prior to the

opening of the event. • There are no porterage services available at the show.

VEHICLE PASSES

Vehicle Passes for the build-‐up and breakdown periods will be issued to you by the Traffic Marshalls at the Dragon Road Exhibitor Holding Park (see page 13). These must be displayed in the windscreen of your vehicle at all times whilst your vehicle is parked up for unloading and loading of exhibits.

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SECTION 6:

Show Guide

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SHOW GUIDE

Please check your contract to see if your company has an advertisement in the Official Show Guide. Specifications and delivery instructions are below.

Advert Size Technical specifications

FULL PAGE ADVERT Format (Portrait/Landscape): A4 Portrait

• Trim Size: 174mm (W) x 260mm (H) • Type Area: 150mm (W) x 235mm (H) • Bleed Available: 3mm all round • Resolution: 300 dpi • Acceptable platforms: PC/Mac

Acceptable Software: PDFs, EPS, JPG

PROFILE PAGE Please supply:

• A copy of your company logo: EPS, JPG • One or two images to illustrate the page: EPS, JPG • Contact details (including: company name, website address, email address, company

telephone number, & company twitter name) • Company Profile (140 words max.) • Product Launches (140 words max.) • Products and Services (up to 15 headings)

File specifications:

• Artwork should include trim marks.

• Ensure all fonts are embedded or outlined

• Bleeds should be built into the document size, not extended to the pasteboard (see Trim and Bleed Sizes above).

• All images must use the CMYK colourspace and have a resolution of 300 dpi (scale 1:1)

• Total Ink 280%.

• Ads should be named: yourcompany_adsize.pdf. For example, thesportcompany_fullpage.pdf.

If the above instructions are not adhered to, there is a good chance your ad will not reproduce correctly.

DELIVERY DETAILS:

Deadline: 07 March 2016

Send final ads to: [email protected]

For all production queries please contact: [email protected]

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22" LCD monitor - widescreen incl desk stand 36 43

27" LCD monitor - widescreen incl desk stand 81 97

32" LED monitor - 16:9 HD 1080p Super Slim Display 122 146

40" LED monitor - 16:9 True HD 1080p Super Slim Display 176 211


47” LED monitor - 16:9 True HD 1080p Super Slim Display 243 292



65” LED monitor - 16:9 Ultra HD 2160p Super Slim Display 540 648

65” 4K LED monitor - 16:9 Ultra HD 810 972




90” LED monitor - 16:9 True HD 1080p Super Slim Display 891 1,069

Video Walls LCD screen video wall (46’’ modules)

LED screen video wall (wall mountable)

Touchscreens All monitors are supplied with a wall fixing bracket and 2m cables

iPad3 68 81

iPad Air 89 107

22” integrated touchscreen 16:9 135 162

32" integrated touchscreen 16:9 315 378

40" integrated touchscreen 16:9 True HD 1080p 378 454

46’’ integrated touchscreen 16:9 True HD 1080p 468 562



65" integrated touchscreen 16:9 True HD 1080p 900 1,080

80" integrated touchscreen 16:9 True HD 1080p 1,958 2,349

Monitor Accessories Flat base monitor stand (for use with 32" - 50" monitors) 41 49

Laptop or dvd shelf (attaches to flat base or k base stands only) 18 22

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Desktop, laptop, Mac i5 desktop PC, installed with Windows 7 45 54

i7 desktop PC, installed with Windows 7 90 108

i7 laptop, installed with Windows 131 157

Microsoft Office 2010 20 24

Apple Mac Mini, 2.53Ghz, 4G, 320, GeF9400 90 108

Apple iMac 21.5",Quad i5 2.7,4gb,1Tb,Radeon 512mb 189 227

Apple iMac 27" Core i5 2.7 Ghz, 4GB, 1TB 243 292

Desktop & laptop accessoriesStandard QWERTY keyboard (other options available) 9 11

Notebook QWERTY keyboard (other options available) 14 16

Standard optical mouse 4 5

Hand held presentation mouse 15 18

Wireless keyboard & mice 23 27

Multimedia PC speakers 15 18

Playback & Games ConsolesDVD player, auto loop, mult-region 18 22

BluRay player 45 54

Nintendo Wii 45 54

LCD projectors & accessories2000 ansi projector 180 216

5000 ansi projector 540 648

7000 ansi 1080p projector 1,314 1,577

Wide angle & telephoto zoom lens

6' x 6' tripod projection screen 41 49

6' x 4' projection screen 108 130

Projector stand 18 22

Trilite lectern 36 43

Office equipmentColour laserJet printer (£0.15 / copy) 22ppm 176 211

Mono laserJet printer (£0.05 / copy) 20ppm 108 130

Desktop combi 12ppm mono, 4ppm colour (£0.15 / copy) 113 135

A4 recycled paper 80g 500 sheets 10 12

Flip chart & coloured pens 27 32

Audio & accessoriesPA system (amp, EQ, 2 speaker cabs, mixer, stands / wall mounts) 198 238

Audio Record (Marantz) 51 62

UHF hand held radio mic + receiver 135 162

UHF head set / Lavelier radio mic, belt pack + receiver 135 162

Lectern mic + clamp 36 43








https://vimeo.com/44754870

http://www.dbsystems.co.uk/computer_equipment

http://www.dbsystems.co.uk/video

http://www.dbsystems.co.uk/audio




Equipment Subtotal

We supply up to 5m cable as standard - £1.00 per metre > 5m

Serv

ices

Ava

ilabl

e

Cable Total

Equipment assurance, all risks except negligence (not Tablets)

add 12% of equipment

subtotal

Our full service covers pre show administration, delivery direct to your booth, full installation, empty case storage, daily switch on & off, dismantle and pack up. Technical assistance on site is available 08:00 - 18:00 daily

add 10% of equipment

subtotal

Dedicated technician (excl hotel & per diems as required) £265.00 / day Dedicated Technician

This is only a sample of the equipment we stock. For bespoke installations call +44(0) 845 226 3083 or email [email protected]

All credit card transactions will be processed in GBP United Kingdom Pounds at the published rate on the day of processing. Rental payment is due in advance either by wire transfer or credit card.

SUB TOTAL

UK VAT 20% (if applicable)

TOTAL

How to order equipment1. Complete this 4 page order form and email it to [email protected]

2. Order online at www.dbsystems.co.uk/book password: csn2016

3. Alternatively call +44 (0) 845 226 3083 or email your technical brief to us and we will produce a bespoke quote for you. To help us produce an accurate quotation we may require a stand plan or visual.

Can’t find what you are looking for?

This is only a sample of the services and equipment we can provide.

For bespoke requirements please call +44 (0)845 226 3083 or email

[email protected].

DB Systems Ltd. Spectrum 800, Ashchurch Business Centre, Alexandra Way, Tewkesbury GL20 8TD tel: +44 (0)845 226 3083 | email: [email protected]

Exhibition details

Exhibition: .................................................................................................................................

Stand / booth name: ..................................................................................................................................

Stand / booth number: ..................................................................................................................................

Stand managers name: ................................................................................................................................. On site mobile number: ..................................................................................................................................

Company details

Company name: ..................................................................................................................................

Company telephone number: ..................................................................................................................................

Company billing address: ..................................................................................................................................

Post / Zip code: ..................................................................................................................................

VAT (sales tax) no: ..................................................................................................................................

Payment details

Cardholder’s name: ..................................................................................................................................

Your ref number (if applicable): ..................................................................................................................................

Your email address: ..................................................................................................................................

Total amount due: ..................................................................................................................................

Credit / Debit Card

Please debit my:

Card number:

Expiry Date:

Sign .......................................................

Date .......................................................

Visa Mastercard Diners Amex

Amex additional fee of 3% / Credit Cards additional fee of 2%

Security code on card:

Convergence Summit North, Harrogate International Centre

IT Services Order Form – Convergence Summit and North 2016

EVENT TITLE STAND NO

EVENT DATES FROM: TO:

CONTRACTOR

ADDRESS

TOWN: POSTCODE:

CONTACT DETAILS TEL NO: MOBILE NO:

EMAIL:

INTERNET ACCESS COMMENTS COST £ QTY TOTAL £

Wired Broadband Internet Connection for 1 PC 185

Additional IP address (to connect extra PC’s/Laptops)

Applies to Wired Connection only

60

Wireless Broadband Access (for up to 2 PC’s)

4MTPS Supported Service 165

PC’S AND PERIPHERALS

PC or Laptop Hire 150

Laser Printer 75

42” LCD Screen inc Stand and DVD Player 360

IT TECHNICAL SUPPORT

£35 p/hour (min 4 hours) 140

TELEPHONY

Telephone Line with Handset (inc £5 of calls) 90

Telephone Line with Fax Machine (inc £5 of calls) 120

DAY RATE IS ONE THIRD OF THE EVENT RATE Sub Total

(Ex VAT)

Orders placed less than 7 days prior to the exhibition “get in” date may be subject to 20% surcharge

Sub Total

(Ex VAT)

VAT

(At prevailing rate)

Total

(Including VAT)

If you have any queries please call

Exhibition Services on

01423 537223

Or Email:

[email protected]

I HAVE READ AND AGREE WITH THE HIC TERMS AND CONDITIONS (please tick)

Harrogate International Centre

King’s Road

Harrogate

North Yorkshire

HG1 5LA, England

Phone: 01423 - 537223

Fax: 01423 - 537210

Email: [email protected]

www.hicyorkshire.co.uk

mailto:[email protected]

http://www.hicyorkshire.co.uk/

TERMS AND CONDITIONS FOR EQUIPMENT HIRE

Subject to these terms and conditions HIC agrees to hire out the Equipment detailed on the Order Form to the Exhibitor and in return the Exhibitor agrees to pay to HIC the sums set out on the Order Form.

“Exhibitor” is the person, firm, limited company, corporation, public authority or any other body hiring the Equipment from HIC. Any signature, receipt or action by any official, agent, employee or representative of the Exhibitor is deemed to be given with the

full knowledge and approval of the Exhibitor and shall be accepted in all respects as though it were the signature, receipt or action of the Exhibitor.

“Equipment” shall mean projectors, lenses, screens, video and DVD recorders, video and DVD monitors and projectors, video cameras, plasma screens, sound equipment, lighting equipment, PC, laptops, printers fax machines and all ancillary accessories.

1. Payment

1.1 Orders must be accompanied by full payment inclusive of

VAT in Pounds Sterling. HIC reserves the right to refuse to process orders until payment for the supply has been received. Debit/Credit Card details are required as security against call charges and/or loss or damage to Equipment for which the Exhibitor is liable for upon receipt of the equipment until it is safely returned to HIC in accordance with clause 2.2.

1.2 Orders cannot be guaranteed unless received 14 days

before the start of the event. A short notice provision charge of 20% of the total order will apply to orders placed within 14 days of the start of the event.

2. Collection and Return of Equipment

2.1 At all times all Equipment supplied on hire remains the

property of HIC. The Equipment shall be delivered to the Exhibitor’s stand by HIC before the start of the event. The Exhibitor will be asked to inspect the Equipment and satisfy himself that it is in good working order. The Exhibitor will sign to acknowledge receipt of the Equipment and that it is in good working order.

2.2 The Exhibitor is responsible for returning all Equipment to

HIC on or before the end of the event. HIC will inspect the Equipment and sign to confirm its return in good working order.

3. Exhibitor’s Responsibilities

3.1 The Exhibitor shall be responsible for the safe custody of all

Equipment supplied on hire and shall keep it at all times on HIC’s premises. Risk of damage to or loss of the Equipment will pass to the Exhibitor upon delivery of the Equipment to the Exhibitor.

3.2 The Exhibitor shall be responsible to see that the

Equipment is operated by competent operators and shall be responsible for the competent handling of the Equipment. The Exhibitor shall not modify the Equipment in any way and shall ensure it is returned in the same condition at the end of the hire period.

3.3 Where any part of the Equipment is electrical, it should

normally be used with plugs and/or sockets as fitted but if temporarily fitted with other suitable plugs or sockets, this must be carried out by a competent person who must also return it to its original condition. It will be the Exhibitor’s responsibility at all times to arrange a suitable supply of electricity for use with the Equipment. Under no circumstances should electrical Equipment be used without it being correctly earthed, unless it is of insulated

specification. The Exhibitor will be responsible for complying with the requirements of the Electricity at Work Regulations 1989 or any amendments to them during the

period of your responsibility for the Equipment.

3.4 Connection to HIC’s network is granted strictly on the basis

that the Exhibitor complies with “HIC’s Acceptable Use Policy” a copy of which can be found at http://www.hicyorkshire.co.uk

3.5 Connection of hubs, switches, ISA servers, routers or any

other devices that are connected with the aim of sharing the internet link amongst multiple hosts is not permitted unless this has been expressly agreed with HIC in writing when placing the order.

3.6 The Exhibitor will comply with all relevant laws and

regulations, including Health & Safety laws when operating the Equipment.

4. Breakdown and Repairs 4.1 HIC takes reasonable precautions to ensure that all

Equipment supplied on hire is of sound construction and workmanship. Specifications, and other product details are given in good faith but it may not be possible for HIC to

control minor deviations from such specifications and product details and therefore it reserves the right in such cases to supply Equipment of substantially similar specification and detail.

4.2 The Exhibitor must inspect the Equipment hired and satisfy

itself that it is sound and sufficient for any purposes to which it may be applied. If the Equipment is found not to be working satisfactorily, the Exhibitor must notify HIC immediately. In the event that the Equipment is faulty, HIC shall at its option either repair or replace the defective Equipment within 2 hours. In the event that a repair or replacement is not possible within that time HIC shall refund a proportion of the hire charge of the defective item of Equipment only, such proportion is to reflect the percentage of time the item of Equipment was inoperable. This will be the Exhibitor’s sole remedy.

5. Liability 5.1 All warranties whether express or implied are excluded.

HIC shall not be liable to the Exhibitor for: (a) any fault that is caused by the Exhibitor including but not

limited to the Exhibitor’s failure to use equipment in accordance with operating instructions or any instructions given by HIC personnel;

(b) damage to property or death or injury caused to any

persons by or in any way connected with services agreed to be provided, except only where such damage or death or injury is occasioned by negligence of HIC, its employees or agents;

(c) any loss, damages or expenses resulting from interruptions

in the operation of the Equipment; and/or (d) any other direct or consequential loss suffered by the

Exhibitor howsoever caused. 5.2 If by reason of force majeure, labour difficulties or shortages

of materials or any other cause outside the control of the HIC, HIC is unable to provide all or any of the services

ordered by the Exhibitor during the whole or any part of the duration of the exhibition, the Exhibitor's rights shall be limited to the return of a corresponding proportion of the charges paid for such services

6. Cancellation 6.1 Cancellation of orders will only be accepted when made in

writing. Refunds will only be given if written cancellation is received not less than 14 days prior to the start of the event.

http://www.hicyorkshire.co.uk/

Price Date From: March 2014

Page | 1

Exhibition Name: Stand Number: On-show Contact: On-show Contact Number: Date of Show: Email Address:

T: +44 (0)1423 537334 | E: [email protected] Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA

Breakfast:

Item Price Mon Tue Wed Thurs Fri Sat Sun Total

Breakfast Bacon Rolls (Serves 10) £ 36.00

£ -

Breakfast Vegetarian Rolls (Serves 10) £ 29.50 £ -

Savoury filled Croissants (Serves 10) £ 30.00 £ -

Selection of Chefs choice Breakfast Canapés (Serves 30) £ 52.50 £ -

Fresh Fruit Platter (Serves 10) £ 24.00 £ -

Fresh Fruit Bowl (Serves 10) £ 15.00 £ -

Sandwiches & Lunch:


8 Rounds of Assorted Sandwiches £ 26.40 £ -

8 Rounds of Assorted Vegetarian Sandwiches £ 23.60 £ -

Selection of Canapés (Serves 30) £ 52.50 £ -

Packed Lunch (Sold in multiples of 5)

(Sandwiches, Crisps, Chocolate Bar, Mineral Water)

£ 32.50

£ -

British Picnic Platter

Cold Mezza Platter (Serves 6)

Selection of Bread Marinated with Olive Oil & Rosemary, Luxury Sausage Rolls, Selection of Quiches, Pickled Gherkins , Scotch Eggs, Pork Pies, Deep filled Meat Mini Pies, Selection of Cheese & Crackers, Mini Sausages, Pickled Onions, Chutneys & Pickles

£ 35.00

£ -

Cheese & Continental Meat Platters (Serves 10) £ 26.85 £ -

Pastry Cakes & Treats:


Large Muffin Selection (Serves 10) £ 23.00 £ -

Luxury Petit Four Collection 28 peace’s £ 28.50 £ -

Giant Cookie Selection (Serves 10) £ 19.00 £ -

Afternoon Tea

(Traditional Tea and Homemade Scones with Jam

and Cream – Serves 10)

£ 47.50

£ -

Snacks & Nibbles:


KP Salted Nuts (6 x 50g packs) £ 6.50 £ -

KP Dry Roasted Nuts (6 x 50g packs) £ 6.50 £ -

Kettle Crisps (6 x 40g Variety Pack) £ 5.50 £ -

Contact Name: Company Name: Invoice Address:

Contact Number:



Page | 2

Sweeties:


Mini Chocolate Pack 400g £ 13.50 £ -

Large Chocolate Pack 750g £ 25.00 £ -

Tea & Coffee Packages:


50 Cup Tea and Coffee Package to inc:

Kettle Hire. Yorkshire Teas Bags (25), Filter Coffee

machine (3kw), 4 Coffee Sachets and Filters, Hot

Drinks Cups (50), Plastic Teaspoons (50), Sugar (50),

Milk Jiggers (50)

£ 79.00

£ -

100 Cup Tea and Coffee Package to inc:

Kettle Hire. Yorkshire Teas Bags (50), Filter Coffee

machine (3kw), 5 Coffee Sachets and Filters, Hot

Drinks Cups (100), Plastic Teaspoons (50), Sugar

(50), Milk Jiggers (100)

£ 105.00

£ -

Hot Beverages:


Additional Yorkshire Tea Bags (50) £ 6.25 £ -

Herbal Tea Bags (25) £ 3.25 £ -

Earl Grey Tea Bags (50) £ 6.50 £ -

Additional Ground Coffee Sachet & Filter £ 4.70 £ -

Instant Coffee (200g) Supplies up to 100 cups £ 9.50 £ -

Additional Brown Sugar (50) £ 1.95 £ -

Additional White Sugar (50) £ 1.95 £ -

Sweetener Sachets (50) £ 1.95 £ -

Milk Jiggers (120x 12ml) £ 8.35 £ -

Fresh Milk (2Litre) £ 3.25 £ -

Water:


Water Tower Hire (per 3 Days)

(Includes 19 L Water Carboy and 100 Plastic Cups

£ 83.50

£ -

Water Carboy Replacements (19L) £ 19.50 £ -

Still Water (12x 75cl) £ 39.50 £ -

Sparkling Water (12x 75cl) £ 39.50 £ -

Still Water (24 x 500ml) £ 38.00 £ -

Sparkling Water (24 x 500ml) £ 38.00 £ -

Cold Beverages:


House Champagne £ 39.20 £ -

Sparkling Wine £ 21.65 £ -

House White Wine £ 15.40 £ -

House Red Wine £ 15.40 £ -

Peroni Bottled Beer (330ml bottle) £ 3.50 £ -

7up (12 x 500ml) £ 19.00 £ -

Diet Pepsi (12 x 500ml) £ 19.00 £ -

Pepsi (12 x 500ml) £ 19.00 £ -

Orange, Apple or Cranberry Juice (1 litre carton) £ 5.00 £ -

Ice (1kg bag) £ 4.75 £ -


Page | 3

Hire:


Electric Kettle Hire 3kw (per day) £ 22.00 £ -

Filter Coffee Machine Hire 3kw (per day) £ 35.00 £ -

Catering Assistant Hire (per hour, min 4 hrs per day) £ 13.35 £ -

Ice Bucket Hire (per day) £ 10.00 £ -

Hire Continued:


Bottle Opener £ 0.75 £ -

Tablecloth Hire (per table) £ 5.30 £ -

Disposables:


Hot Drinks Cups (50 x 12oz) £ 5.80 £ -

Plastic Cups (100 x 200ml) £ 6.50 £ -

Disposable Half Pint Glasses (50) £ 7.50 £ -

Disposable High Ball Wine Glasses (20) £ 6.00 £ -

Disposable Champagne Flutes (20) £ 8.50 £ -

Disposable Stemmed Disposable Wine Glasses (50) £ 13.75 £ -

Disposable Plastic Teaspoons (50) £ 3.75 £ -

Small Disposable Plates (50 x 17cm) £ 8.60 £ -

Paper Napkins (200) £ 7.00 £ -

Refuse Sack (10) £ 4.00 £ -

Wooden Stirrers (100) £ 2.00 £ -

Sub Total £ -

VAT @20% £ -

Grand Total £ -


Page | 4

T: +44 (0)1423 537334 | E: [email protected] Harrogate International Centre, Kings Road, Harrogate, North Yorkshire HG1 5LA

Providing your own Food & Drink at HIC

Where Hospitality or Stand Catering is undertaken at HIC, the client or the client’s guests for consumption on the premises may bring no other food, wine, beer or spirits into HIC, unless the prior written consent of the company has been obtained and a concession fee agreed. Corkage – is the charge placed on wines, beers, liquor & soft drinks items brought into the venue that have been purchased elsewhere and not from the contracted hospitality & stand caterer (Kudos).

This service encompasses storage, chilling, delivery and supply of appropriate disposable glassware. If you are using alcoholic beverages, Kudos will become the licensee for your event and you will be briefed on the relevant licensing legislation. Delivery of drinks must be with us 3 days before the event. There are no minimum quantities for this service. Champagne £15.00 per bottle Sparkling Wine £12.50 per bottle Wines £10.00 per bottle Spirits £30.00 per bottle Beers £1.50 per can/bottle Soft drinks £1.50 per can/bottle Water & Juice £2.00 per litre Contract buy out – stand holders To cater for yourselves with no input or involvement from Kudos you can take advantage of our ‘contract buy out’ option. In taking this option all food hygiene regulations become your responsibility. If serving alcohol by law you will need to provide a personal license holder, who will be responsible for the activities on the stand. A copy of the license will need to be provided. Kudos will not be responsible in any way for food safety or licensing regulations.

Prices

All prices quoted are exclusive of VAT at the current rate. - Kudos Catering (UK) Limited VAT number is 863736005 Credit card transactions will attract a 4% administration surcharge.

Stand Hospitality

We will happily work with you to provide a bespoke hospitality package in order for something special to be offered to your clientele.

To place your order

Please complete the attached order form and e-mail it to us at [email protected] no later than two weeks before the start date of your show. Upon receipt of

your order, Kudos Catering (UK) Limited will issue you with an invoice for which payment is required within 7 days.

As we do not operate a sale or return policy, all items ordered prior to the event will be delivered to your stand in full and invoiced in full. Subject to availability additional items can be delivered during the show. All additional items must be signed for upon delivery and paid for before the end of the show.

Delivery

All stand orders are free of delivery charge. Due to volume of orders received, it is not always possible to guarantee a specific time. If a specific time is required the delivery

time will be approximate by one hour either side of the requested time.

Equipment Hire

It is the stand holder’s responsibility to return any hired equipment to the catering department. Full replacement cost will be charged for any breakages or items that are not

returned to the stand order office.

Terms and Conditions

Kudos Catering (UK) Limited, in conjunction with the Harrogate International Centre, reserves the right to sell and provide all catering equipment and refreshments including

food, wine, spirits, beers and other alcoholic and non-alcoholic beverages, consumed on the premises and reserves the right to impose a surcharge on any goods not supplied

by themselves.

Please sign below to confirm that you agree with the above and for Kudos to proceed with your order

Signature.……………………………………………... Print Name………………………………………………….. Date…...../……./…….



PLEASE RETURN TO: EXHBITION SERVICES Harrogate International Centre Kings Road, Harrogate North Yorkshire HG1 5LA England Tel: +44 (0)1423 537223 Email: [email protected]

ELECTRICAL ORDER FORM

COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN 22/02/16 EXHIBITION

COMPANY NAME & ADDRESS

POSTCODE

TELEPHONE NUMBER FAX NUMBER

CONTACT NAME SIGNATURE

STAND NUMBER DATE

EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED BY 22/02/16 STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO 20% HIGHER

Early booking

500W SOCKET OUTLET £53.55 £64.26

1000W SOCKET OUTLET £68.35 £82.02

2000W SOCKET OUTLET £128.49 £154.20

3000W SOCKET OUTLET £174.19 £209.04

500W SOCKET OUTLET (24hr FRIDGE) £97.24 £116.69

6ft FLUORESCENT FITTING £44.31 £53.17

8ft FLUORESCENT FITTING £45.64 £54.77

GENERAL PURPOSE SPOTLIGHT 50W (PAR16) £29.44 £35.33

GENERAL PURPOSE SPOTLIGHT 100W (PAR38) £32.19 £38.63

CONNECTION TO CLIENTS OWN FITTING (PER CONNECTION UP TO 150W) £57.55 £69.06



CEILING BATTENS £9.98/m £11.97/m

SINGLE PHASE SUPPLY (MACHINERY ONLY) £poa £poa

THREE PHASE SUPPLY (MACHINERY ONLY) £poa £poa

VAT will be charged at the prevailing rate SUB TOTAL VAT

TOTAL Shell Scheme Package - Electrical sockets are supplied fixed to perimeter panelling – Relocation will incur additional charge Please use graph overleaf to indicate positions of all electrical items. PLEASE NOTE TERMS & CONDITIONS NOTES Before clients own equipment is connected into HIC electrical systems it must have a current up to date P.A.T. certificate. This service can be provided by HIC @ £10 + VAT per item. IF STANDS ARE WIRED BY CLIENTS OWN CONTRACTORS THE STAND ELECTRICAL SYSTEM MUST BE TESTED AS REQUIRED BY THE REQUIREMENTS FOR ELECTRICAL INSTALLATIONS AND TEST RESULTS PROVIDED TO HIC TECHNICAL DEPARTMENT BEFORE CONNECTION INTO HIC ELECTRICAL SYSTEM FULL PAYMENT MUST BE RECEIVED PRIOR TO TENANCY



ELECTRICAL FITTING ORDER FORM

EXHIBITION

STAND NUMBER

Scale Used.

Electrical sockets are supplied fixed to perimeter panelling – Relocation will incur additional charge PLEASE NOTE TERMS & CONDITIONS CONDITIONS IF SPOTLIGHTS/FLUORESCENTS ARE LOCATED AWAY FROM THE SIDES OF STAND, LIGHTING BATTEN WILL BE REQUIRED. * MAINTENANCE TO CLIENTS’ OWN FITTINGS IS NOT INCLUDED IN THESE PRICES * ALL WIRING MUST CONFORM TO NAEH REGULATIONS



COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN 22/02/16

EXHIBITION


POSTCODE



STAND NUMBER DATE

Full payment is required by 22/02/16 If you wish to pay by either Credit or Debit Card, please tick the following box and we will contact you for the card details

Credit Card Debit Card

To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be added to your payment Card holder contact number:............................................................................................. Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank made payable to Harrogate Borough Council.

VAT is applicable on all services provided by Harrogate International Centre PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS



FASCIA NAME BOARD ORDER FORM (Shell Stands Only)

PLEASE TICK AS APPROPIATE:

YES, we will be requiring a front fascia with company name and spotlights

NO, we will NOT be requiring a front fascia with company name and spotlights

IMPORTANT: All stands are required to have shell walls. The Organisers will do their best to accommodate requests not to have a front fascia; however in certain stand locations this may not be possible on the grounds of structural safety. The Organiser’s decision and discretion in this matter is final.

COMPLETE AND RETURN THIS ORDER FORM TO HARROGATE INTERNATIONAL CENTRE NO LATER THAN 22/02/16 EXHIBITION


POSTCODE



STAND NUMBER DATE

IMPORTANT Please fill in below your company name as you wish it to appear on the fascia board attached to your stand. All fascia name boards will be printed in upper and lower case lettering ie Harrogate International Centre. Please

make clear any requirement for dots …. or dashes ----- and no suffixes ie Ltd, GmbH will be included.

Call HIC Exhibition Services on 01423 537223 for more details One fascia name board is provided to each open side of your stand (minimum length of 2m). Stands with an open side over 10m in length will have an additional nameboard

PLEASE RETAIN A COPY OF THIS FORM FOR YOUR RECORDS


For your furniture please visit www.inspirehire.co.uk

and login as: hire11

Please read the Health & Safety section in the Exhibitor Manual THOROUGHLY

Exhibitor Health & Safety Declaration Convergence Summit North 2016

1. THE HEALTH & SAFETY AT WORK ACT, ETC., 1974 (HASAWA74) It is a condition of entry into the exhibition that every Exhibitor, Contractor, sub-Contractor, supplier and their agents comply with the HASAWA74 and all other legislation covering the Venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others’ Health & Safety is not put at risk by their actions (or inactions) throughout tenancy.

TO BE SIGNED BY A SENIOR PERSON WITHIN THE EXHIBITING COMPANY

Please tick the below where appropriate: We have trained and made our stand staff aware of the potential risks present on site and have completed a suitable Risk Assessment covering our exhibits, demonstrations and work practices on site. We are aware that Convergence Summit North 2016 will operate under CDM rules and regulations during the build-up and breakdown of the event and agree to abide by them as set out in the Health and Safety Section of the Exhibitor Manual.

I have ensured that our principal stand Contractor(s) has a suitable and sufficient Method Statement and Risk Assessment prepared for the show - and he has satisfied me of his competence to undertake the tasks required of him:

I will make available at Convergence Summit North a copy of our own company’s Health & Safety Policy and Risk Assessment. Our stand staff will be sufficiently instructed and trained in relevant matters in order to carry out their tasks competently: We also understand that we must remove all large items of rubbish and any stand fitting from the halls during the build up and pull out.

PLEASE REMEMBER TO TAKE A COPY OF THIS FORM FOR YOUR FILES!

Please return form IMMEDIATELY to: Nika Czoch, Swink Events LLP, 32 Kings Road, Chalfont Saint Giles, Buckinghamshire, HP8 4HS

Tel: 0208 998 1053, Fax: 01494 872516


Our Health & Safety representative on the stand is:

Position: Mobile No: Exhibitor Company Name: Stand Nº: Address: Postcode: Tel: Fax:

Authorised: Date:

Print: Position:

Rate Card - Hotel Information

Event Name: Convergence Summit North 2016

Date of Event: 14th & 15th March 2016

Date Rooms can be booked: 13th, 14th & 15th March 2016

Meeting venue: Harrogate International Centre

Meeting venue address: Kings Road, Harrogate HG1 5LA

The Majestic Hotel

Ripon Road, Harrogate HG1 2HU

4*

Venu ID: 295

2 min walk£107.00 *

£117.00 **

£129.00 *

£139.00 **

Holiday Inn Harrogate

Kings Road, Harrogate HG1 1XX

4*

Venu ID: 296

1 min walk£129.00 *

£144.00 **

£129.00 *

£144.00 **

Old Swan Hotel

Swan Road, Harrogate HG1 2SR

4*

Venu ID: 297

4 min walk£92.00 *

£102.00 **

£111.00 *

£121.00 **

The above rates are based on doubles for sole use and double occupancy rooms and are inclusive of breakfast and VAT.

Hotel, Address,Rating & Venu ID Distance from venue Trinity Discounted Rate Standard Rate

Trinity Rooms will always negotiate the best available rate at the time of booking. If we are able to obtain better rates than those shown

above we will inform you.

We are happy to book additional nights before or after this event, please call or email us for the availability and rates.

X:\Accommodation\Swink Events (Miles Publishing)\Convergence North 14 & 15 March 2016\Rate Card Request - Convergence North 2016

* = Single Occupancy of the room

The Majestic Hotel - up to 72 hours prior to arrival

Holiday Inn Harrogate - 28 days prior to arrival

Old Swan Hotel - up to 72 hours prior to arrival

** = Double Occupancy of the room

Cancellations of 10 or more rooms may be subject to stricter penalty charges but we will do our best to negotiate these charges on your

behalf.

Individual rooms (9 or fewer) can be cancelled at no charge, until the following dates, from which point there is a 100% cancellation fee:

We recommend that bookings are made as early as possible to avoid disappointment, please note discounted rates may not be available

within 6 weeks prior to the event. Rooms are offered on a first come first served basis.

To book, simply choose your preferred hotel and call 01780 484052 or click on the ‘book’ button and complete the secure online booking

request form.

Cancellation Policy

X:\Accommodation\Swink Events (Miles Publishing)\Convergence North 14 & 15 March 2016\Rate Card Request - Convergence North 2016

Hiscox Underwriting Limited, a company authorised and regulated in the UK by the Financial Services Authority, have been providing specialist event insurance for the conference, exhibition, events and hospitality market for over 30 years. The products offered by Hiscox are underwritten by Syndicate 33 at Lloyd's of London which is managed by Hiscox Syndicates.

PUBLIC LIABILITY INSURANCE

GUIDANCE FOR EXHIBITORS

Please note that our terms and conditions require exhibitors to hold a minimum £2m limit of Public Liability insurance. This protects you against legal claims for accidental injury to third parties and/or for damage to third party property. This is not the same as Employers’ Liability insurance. You may already have Public Liability insurance, however not all business policies cover events taking place outside your business premises. If in doubt you should consult your insurance provider.

Hiscox can provide Public Liability, Employers’ Liability, Cancellation and Abandonment and Property covers for both exhibitors and event organisers.

To get a quote and buy online visit https://www.hiscox.co.uk/events/3054 and select exhibitor insurance

Important Note - Hiscox can insure exhibitors located within European Union countries, Norway and Switzerland. Exhibitors from other countries must arrange insurance locally.

We are not permitted to advise you on any insurance matter. You are under no obligation to purchase insurance from Hiscox and may choose to seek a quotation from other providers.

Circulation Data Services Ltd, The Coach House, Turners Drive, Thatcham, Berkshire, RG19 4QB Telephone: 01635 869868 Fax: 01635 868594

Email: [email protected] Web: www.circdata.com

Record the contact details for all visitors to your stand If you require additional scanners, please specify on the reverse of this form and they will also be delivered to your stand. With multiple barcode scanners, you can spend more time speaking with your visitors and let the scanners do the hard work for you.

See the registration desk for further details

How they work Every visitor is allocated a badge with a unique barcode before entry to the exhibition. Simply scan each visitor that shows an interest in your products or services. This scanned data will then be emailed to you after the event as an Excel file. It will contain contact details such as address, telephone, fax and email data where available.

Rent a small, lightweight laser scanner from the registration desk. Spend more time speaking with your visitors and let the scanner do the hard work for you. Your data is instantly ready for marketing campaigns.



Barcode Scanner - Order Form Please complete in BLOCK CAPITALS and return to the registration desk Exhibition Name. Exhibition Dates. Exhibitor Company Name. Name of person to receive scanned data Email of person to receive scanned data Address for invoice City/Town Zip code/Postcode. State/County Country Tel No Fax No. . E-mail address. Hall No. Stand No. Ordered by (Please print name) . Job Title.

Select your method of payment � By cheque made payable to CIRCDATA � By Visa / MasterCard / Amex (Circle as appropriate) Company VAT Number Card Number Start Date Expiry Date Holders name Issue No Security No Signature Address City/Town Zip code/Postcode. State/County Country

Please fill in your requirements Price per unit

VAT at

20%

Total price Units Total to

pay Service and Set-up - includes file output to disc or by email post show. First Scanner £205 £41.00 £246.00 1 £246.00

Rental fee per additional Scanner £115 £23.00 £138.00

LiveLeads Exhibitor Service (Exhibitor provides tablet) £250 £50.00 £300.00 1 £300.00

LiveLeads Exhibitor Rental fee per additional (Exhibitor provides tablet) £150 £30.00 £180.00

General information and terms Payment for additional scanners must accompany your order. Purchase orders are not accepted. Overseas exhibitors must pay in pounds sterling drawn on a UK bank or Credit Card. Scanners must be picked up and returned at the show. All scanners not returned within one hour of the show closing (last day) will be considered not returned. No refund on advance orders will be given. Please make sure that you return your scanners to the registration desk each day to ensure that your data is backed up. A charge of £300 will be made for any scanner not returned or returned damaged. CIRCDATA can only supply as much information as provided by the visitor on their registration card. We cannot guarantee that visitors will supply full data. CIRCDATA cannot be held responsible for data loss in the unlikely event of hardware failure, corruption or viral infection.

Grand total



Scanning Device Instructions To allow you to easily track who has visited your stand you have been supplied with a Circdata Opticon laser scanner. Every visitor is allocated a badge with a unique barcode before entry to the exhibition, simply scan each visitor that shows an interest in your products or services and after the show you will be provided with all of their details.

Using these scanners is straightforward; you simply scan the barcode from the delegates badge using the large button and the data will be stored automatically. Once you press the large button the LED will flash green, a successfully scanned badge will result in the led staying lit for 2 seconds and emitting a beep. If you make a mistake, the smaller button allows you to re-scan the barcode in order to remove the item from memory. A successful deletion will result in the LED lighting up red for approximately 1 second and emitting a different beep. Caution pressing the smaller button will permanently delete the record The scanned data will then be available via the Exhibitor Microsite after the event. It will contain contact details such as address, telephone, fax and email data where available.

These devices contain a Class I Laser product, compliant with IEC 825 EMC, EN 55022, EN 55024 and CE. Class I lasers are low powered devices that are considered safe from all potential hazards. Some examples of Class I laser use are: laser printers, CD players, CD ROM devices, geological survey equipment and laboratory analytical equipment. No individual, regardless of exposure conditions to the eyes or skin, would be expected to be injured by a Class I laser. No safety requirements are needed to use Class I laser devices. However it is not recommended that a Class I laser product is pointed into an individuals eyes.

30 PANTON STREET

CAMBRIDGE

CB2 1HP

UNITED KINGDOM

TEL: +44 (0) 208 508 2224

WEB: www.wes-group.com

EMAIL: [email protected]

Incorporated in England No: 2326770 VAT Registration No: 506 4059 65

All business undertaken in accordance with our conditions of trade, a copy if which is available upon request

Order Form

Exhibiting Company Name Hall Number

Stand Number

Invoicing Company

Invoicing Address

Town / City

County / Post Code Telephone

Country VAT Number

E-Mail

QUANTITY DESCRIPTION L X W X H (CMS) WEIGHT (KGS)

Number of Vehicles Expected:

TRANSPORT REQUEST – Please complete if appropriate Collection Address: Delivery Date to Stand:

Return Delivery Required – Please indicate below

YES NO

DELIVERY DATE – Please complete if appropriate Advanced Warehouse: To Stand:

ONSITE SERVICES – Please complete if appropriate INBOUND OUTBOUND Forklift to Unload / Reload Vehicle Date: Date:

Crane Hire Date: Date:

Labour No: of Men: No. of Hours: Date: Date:

Erection / Dismantle of Steel Works with Forklift Date: Date:

Pallet Truck Hire Date: Date:

STORAGE – Please complete if appropriate Empty Case Storage: Full Goods Storage:

YOU WILL BE ISSUED WITH A BOOKING REFERENCE AND ONSITE INSTRUCTIONS ONCE A COMPLETED ORDER FORM HAS BEEN

SUBMITTED TO [email protected]. IF YOU REQUIRE INSURANCE PLEASE CONTACT US VIA EMAIL.

Cardholder’s Name:

Card Number:

Expiry Date: Three Digit Security Code:

Issue Number: Date:

Cardholder’s Signature:

Select the following as appropriate:

Maestro AMEX Mastercard Visa Visa Debit

1

GUIDANCE NOTES

How to complete your Risk Assessment Form

All Risk Assessments should be a careful and studied examination of your activities ensuring that your build-up, the open period and breakdown are achieved safely and nothing occurs, which could cause harm to any person. The following guidelines will assist you to make a basic Risk Assessment of your activities. If you are building a large or complicated stand, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health and Safety Adjudicator.

Note 1

A hazard is anything that has the potential to cause harm, i.e., a workman falling from a ladder, dropping tools, moving large and heavy loads, etc.

Note 2

In this section you must include everyone who could be injured as a result of such activities, i.e., the workman, other people working on the stand, other exhibitors, porters moving furniture, visitors, etc.

Note 3

Your own assessment of the risks. A risk is the likelihood of harm arising from a hazard. Use the columns to judge the risk and tick the appropriate boxes. If both ticks are in the top boxes then you should not pursue the activity (it is too dangerous) and should seek an alternative way of completing the task. If both ticks are in the centre boxes you will need to implement some form of control.

Note 4

You must record the steps you have taken to ensure nothing dangerous occurs. Your entry may read something like ‘Use of trained and qualified staff only, rope and post area to restrict area, ensure staff trained in manual handling, etc.,’ (these examples are guidelines only).

Note 5

You carry some legal responsibility for any person working for you and acts or omissions. You must ensure that any contractors you use are competent and will work in a safe manner. This you may do through requesting copies of their Health & Safety policy. If they cannot supply such documentation you would be wise not to use them.

NB: As an exhibitor you have a legal requirement to assess risks appertaining to your participation in any exhibition. These forms are intended

as guidance only and completion does not absolve you from your legal responsibilities or transfer them to Swink Events LLP.

IMPORTANT: BLANKET ‘NO RISKS’ OR ‘N/A’ STATEMENTS ON YOUR FORM WILL NOT BE ACCEPTED AND YOU WILL BE

REQUIRED TO RESUBMITT YOUR FORM.

2

RISK ASSESSMENT FORM – Convergence Summit North 2016 Company Name__________________ Stand Number___________

RETURN IMMEDIATELY – A blank form or ‘risks n/a’ will not be accepted

To help you assess potential hazards at the event, please tick if you are planning any of the listed activities below on your stand. If you tick YES, for activity listed, work along the page, detailing who is at risk from the activity, your assessment of the risk and how the risk will be controlled. To help you, some controls measures have been suggested; however these are by no means comprehensive and are guidelines only. You must list your own comprehensive set of controls for your particular set up. If you are using one of the example control measures given, please clearly indicate so. Please refer to the notes page overleaf for additional guidance. The list of activities is not exhaustive and some blank rows have been added for your use if required. If required, please duplicate the form.

TICK IF RELEVANT TO LIST HAZARD WHO AT RISK? ASSESSEMENT OF RISK / PROBABLITY? HOW IS THE RISK CONTROLLED? YOUR STAND (Note 1) (Note 2) (Note 3) (Note 4) List hazard for activity: Tick as appropriate: Tick as appropriate: List your controls to minimise risk:

ELECTRICAL ITEMS: For example:. PCs, laptops, monitors etc. YES

NO

For example: electrocution from faulty equipment, fire risk from overloaded power supply etc.

Contractors

Stand staff

Venue staff

Visitors

Other:________

HIGH: Probable to cause major injury

MEDIUM: Possible to cause minor First Aid treatment

LOW: Unlikely to cause anything

POSSIBLE:

UNLIKEY:

REMOTE:

For example: adequate power supply ordered, no daisy chaining, PAT tested equipment etc.

CABLING TO ELECTRICAL ITEMS: YES

NO

For example: trip from trailing cabling

Contractors

Stand staff

Venue staff

Visitors

Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

For example: taping down all cabling, use of hazard tape etc.

3

BOXES OF LITERATURE: For example magazines, hand out leaflets, sales forms etc. YES

NO

For example: pile of empty boxes creating trip risk

Contractors

Stand staff

Venue staff

Visitors

Other:________



LOW: Unlikely to

cause anything

POSSIBLE:

UNLIKEY:

REMOTE:

For example: safe storage and removal of empties

POSTERS/GRAPHICS DISPLAY: YES

NO

For example: graphics falling, use of ladders

Contractors

Stand staff

Venue staff

Visitors

Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

POP UP/SELF SUPPORTING DISPLAY: YES

NO

For example: display stability, fitting procedure

Contractors

Stand staff

Venue staff

Visitors

Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

USE OF OWN LIGHTS: YES

NO

For example: faulty equipment causing fire risk

Contractors

Stand staff

Venue staff

Visitors

Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

For example: PAT testing, compliant with electrics rules and regulations in exhibitor manual

4

MANUAL HANDLING HEAVY LOADS: YES

NO

Contractors

Stand staff

Venue staff

Visitors

Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

INTERACTIVE VISITOR GAME/ACTIVITY:

YES

NO

Contractors Stand staff Venue staff Visitors Other:________




POSSIBLE:

UNLIKEY:

REMOTE:

For example: Organiser has been informed, completed a separate risk assessment for activity, supervised by trained staff

STAND CATERING: YES

NO

For example: food hygiene, food poisoning, alcohol consumption





POSSIBLE:

UNLIKEY:

REMOTE:

For example: use of venue catering only, monitor alcohol consumption

USE OF INDEPENDANT CONTRACTORS FOR STAND SET UP (OTHER THAN HIC): YES

NO

For example: unsafe work practices, use of ladders





POSSIBLE:

UNLIKEY:

REMOTE:

For example: use of approved and certified contractors, ask contractors to complete risk assessment for work carried out (Note 5)

5

BUILDING BESPOKE STAND ELEMENTS WITHIN SHELL SCHEME STAND: YES

NO

For example: stability, unsafe work practices, hazardous materials

Contractors Stand staff Venue staff Visitors Other:______




POSSIBLE:

UNLIKEY:

REMOTE:

For example: use of approved and certified contractors, ask contractors to complete risk assessment and method statement for work carried out (Note 5), installation of prefabricated structures only, use of permissible stand build materials only, written permission from Organiser





POSSIBLE:

UNLIKEY:

REMOTE:





POSSIBLE:

UNLIKEY:

REMOTE:

Please return form to: Nika Czoch, Swink Events LLP, 32 Kings Road, Chalfont St Giles, Bucks, HP8 4HS

Tel: 0208 998 1053

Fax: 01494 872516




EXHIBITION


POSTCODE



STAND NUMBER DATE

EARLY BOOKING PRICES (BELOW) ARE AVAILABLE ONLY ON ORDERS RECEIVED BY 22/02/16

STANDARD PRICES WILL APPLY TO ORDERS AFTER THIS DATE - THESE PRICES MAY BE UP TO 20% HIGHER

REF DESCRIPTION QTY Early

booking AMOUNT

WP10-05-05 WORKTOP 1m wide, 0.5m deep, 1m high with shelf below £86.55 £103.86

EXDOOR LOCKABLE DOOR £106.28 £127.54

CUR01 CURTAIN SET FOR 1m wide bay £60.79 £72.95

HICNS NIGHT SHEET (Including Padlocks) £24.25/m £29.11/m

SF10-03 SHELF FLAT 1m wide, 0.3m deep fixed at…………high from floor £37.98 £45.57

SS10-03 SHELF SLOPING 1m wide, 0.3m deep fixed at............ high from floor £37.98 £45.57

LIT-01 LITERATURE RACK 1m wide, 0.2m deep with 4 x A4 sections £56.39 £67.66

Special Offer 1mx1m Lockable Cubicle including 1 panel, 1 lockable door, 1 literature rack (attached to shell scheme) & 1 garment hook set – saving 25%

£191.71 £230.10

VAT will be charged at the prevailing rate SUB TOTAL

VAT

TOTAL

ALL ITEMS ARE ON HIRE UNLESS STATED OTHERWISE PLEASE INDICATE POSITION OF ITEMS ON GRAPH OVERLEAF

FULL PAYMENT MUST BE RECEIVED PRIOR TO TENANCY & RETAIN A COPY OF THIS FORM FOR YOUR RECORDS



STAND FITTING ORDER FORM Please use graph to indicate position and heights of optional extras

EXHIBITION

STAND NUMBER

Scale Used.

ALL ITEMS ARE ON HIRE UNLESS STATED OTHERWISE PLEASE INDICATE POSITION OF ITEMS ON GRAPH




EXHIBITION


POSTCODE



STAND NUMBER DATE

Full payment is required by 22/02/16 If you wish to pay by either Credit or Debit Card, please tick the following box and we will contact you for the card details

Credit Card Debit Card

To cover processing fees Credit Card payments attract a surcharge of 1.5% which will be added to your payment Card holder contact number:............................................................................................. Enclosed is a cheque totalling £ ……………….… payable in Sterling drawn on a UK Bank made payable to Harrogate Borough Council.

VAT is applicable on all services provided by Harrogate International Centre PLEASE ENCLOSE PAYMENT WITH ORDER AND RETAIN A COPY OF THIS FORM FOR YOUR RECORDS


SPEC SHEET FOR SUPPLYING ARTWORK

To ensure the best possible quality output, when supplyingartwork for printing, please adhere to the following rules:

ARTWORK FILES SHOULD BE SUPPLIED AS EITHER:• Vector Format (Illustrator Ai, Eps or vector Pdf)• Bitmap format (high res Ti�, Pdf or Jpeg)

WHEN SUPPLYING IN VECTOR FORMAT:• State the file scale and final output size• Convert all type, lines and shapes to outlines• Embed any bitmap images• All colours should be cmyk process colours (not spot colours)

METHODS OF SUPPLYING ARTWORK:• Via email (if below 15mb)• Link to file upload website e.g. yousendit, wetransfer, dropbox• USB stick or CD - sent in post or delivered in person

CROP MARKS ARE NOT REQUIRED,FOR BLEEDS PLEASE SEE SUPPLIED ARTWORK TEMPLATES

Colours may vary slightly on final output.If required, and if time allows, sample prints can be supplied for approval.

WHEN SUPPLYING IN BITMAP FORMAT:• State the file scale and final output size• Output resolution should ideally be a minimum of 100 pixels per inch at 100% scale. If supplying at 50% scale then PPI should be 200, etc. However in cases where this is not achievable, or depending on the intended use/destination of the product a lower resolution my be acceptable e.g. large hanging banners to be viewed from across a street.

PLEASE ENSURE ALL SIZES, SPELLINGS AND NUMBERSARE CHECKED PROIR TO SUPPLYING ARTWORK

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