Info for exhibitors and sponsors
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Here you'll find all the information you need to know as an exhibitor in advance of the event. If you require assistance during the open days of the event, please contact Ellie Halls. Ellie will be on hand to assist you throughout and will be stationed in the Organiser’s Office by the exhibition hall and can be contacted  on 07818074393. Should you require any on-site support during the set up period service desks from our exhibition suppliers will be located in the exhibition hall.

HEALTH AND SAFETY HEALTH AND SAFETY

Please ensure that you and all your contractors that will be on-site at the venue have read and signed the H&S EICC contractor guidelines and returned to the EICC

UNLOADING AND LOADING UNLOADING AND LOADING

EICC will liaise with stand contractors to coordinate unloading during build-up. All space only stand build contractors and exhibitors please ensure you have organised a time slot with Tanja Kunze at the EICC. The loading / unloading form is available here.

If you are a shell scheme exhibitor but intend to build within your stand please ensure you have the appropriate sign off for the construction from the EICC and that any unloading is scheduled for the appropriate date and time of build-up.  If you have any queries please contact Tanja Kunze 0131 519 4032.

DELIVERIES AND POST SHOW FREIGHT DELIVERIES AND POST SHOW FREIGHT

Deliveries will be accepted from Friday 1 March. All deliveries to the EICC should be clearly marked with the following:

Stand name:
Stand number:
PLSA Investment Conference 2019
Edinburgh International Conference Centre
The Exchange
Loading Bay
Off West Approach
Edinburgh
EH3 8EE
Scotland, UK

GT Exhibitions, is the official courier for the event. We would recommend their services for freight delivering and forwarding post event. Further details on services is available here

POST SHOW FREIGHT

Any  items left on or near your stand  for breakdown, not collected by 20:00 will be shipped by GT to their warehouse at a cost of £35.00 up to 25kg anything over this will be charged at a higher rate dependent of the size and weight of the shipment. 

 

CAR PARKING CAR PARKING

There are many car parks in close walking distance to the EICC. Please access the following links for further details:

National Car Parks (NCP) in central Edinburgh
Sheraton Hotel Car Park located 150 meters from the EICC, with limited accessible parking spaces
Semple Street Car Park located 300 meters from the EICC
Spaces near EICC available via yourparkingspace.co.uk

REGISTRATION FOR DELEGATES AND STAND PERSONNEL REGISTRATION FOR DELEGATES AND STAND PERSONNEL

REGISTRATION FOR DELEGATES

If you have not already submitted your registrations or if you have any queries regarding your entitlement please contact Nikolina Hudi nikolina.hudi@plsa.co.uk 

Your delegates will be sent specific delegate joining instructions including how to collect their badge on-site on 20 February. Delegate registration opens at 10:00 on Wednesday 6 March.

REGISTRATION FOR STAND PERSONNEL 

You can continue to manage stand personnel through your exhibitor portal until 4 March. After this date any amends should be sent to nikolina.hudi@plsa.co.uk.

Your registered stand personnel will receive specific joining instructions including how to collect their badge. Joining instructions will be sent on 27 February.

Stand personnel registration will open at 08:00 on Wednesday 6 March.

POWER POWER

Power to the exhibition hall will be turned on at 08:00 and shut down at 20:00 on each open day. If you require a 24 hour power supply you will need to arrange this through Joe Manby by contacting Ben at ben@joemanby.co.uk 

ON-SITE STORAGE ON-SITE STORAGE

Please note that there are no storage facilities on-site, contractors are advised to take materials off-site or to store the majority of your items on your stand.

CATERING CATERING

Please note that all food and beverages distributed or given away from exhibition stands must be supplied by the official caterers, Leiths. If you have any queries or questions please contact Karen D'Ulisse at Leiths directly: karend@eicc.co.uk or   0131 519 4003. The stand catering menu and order form is available here. Please contact Karen directly if you wish to discuss anything.

Allergy labelling legislation 

On 13 December 2014, new legislation (the EU Food Information for Consumers Regulation No. 1169/2011) came into force which requires food businesses to provide allergy information on food sold unpackaged. An allergy sheet should be provided by exhibitors giving away food from stands. Please complete the food allergy form if giving food away on your stand.

IT, AV AND STAND CLEANING IT, AV AND STAND CLEANING

If you have not already booked AV, Internet & IT or stand cleaning, please complete the below forms and return to the EICC as soon as possible. Please note the PLSA will be providing a wireless internet connection throughout the venue for the duration of the event in order to facilitate the conference app. It is only if you require a secure and dedicated connection for your exhibition stand that you need to complete the internet & IT form.

SCANNER HIRE SCANNER HIRE

Reftech is our supplier for the lead reference scanners. If you have not yet ordered a scanner and would like to you can order here. Reftech will send collection information and instructions to exhibitors directly that have placed orders. 

FINAL FLOOR PLAN FINAL FLOOR PLAN

Floor plan

Please click on image below to see the most up to date floor plan (as at 12/02/19 - please note the plan is subject to change).

 

GENERAL FAQS

1. HOW DO I PAY? 1. HOW DO I PAY?

Invoicing will be dealt with separately by our accounts department. If you have any queries regarding invoicing please Jeannine.etounde@plsa.co.uk or   0207 601 1730.

 

2. What is included in my exhibition stand package? 2. What is included in my exhibition stand package?

  • Shell scheme stands come fitted with a basic electrics package (1x 500w electric socket and 2 x 120w spotlights), white vinyl walling, carpet and curved illuminated name board.
  • Shell scheme plus stands come with a basic electrics package (1x 500w electric socket and 2 x 120w spotlights), full graphic clad walls (exhibitor to provide print ready artwork), furniture package (comprising of 1 x table, lockable cabinet and 2 x chairs), carpet and curved illuminated name board.
  • Space only stands come unfitted (floor space only) and must meet the build requirements set out in the exhibition technical manual.

3. What details do I need to provide for our promotional copy? 3. What details do I need to provide for our promotional copy?

  • Please provide an EPS file or high res Jpeg of your logo
  • Please supply a maximum of 100 words about your organisation
  • Please supply the contact details in the following format:
  • Contact name: (this is usually your sales contact)
  •  Job title:
  • Address:
  •  Tel:
  • Mobile:
  • Email:
  • 2nd email address: (if applicable)
  • Website:
  • 2nd website: (if applicable)
  • LinkedIn: (if applicable)
  • Twitter URL: (if applicable)
  • Facebook: (if applicable)

The information supplied here will be used on the PLSA website and in the conference app.

4. What dates will I receive the delegate mailing data? 4. What dates will I receive the delegate mailing data?

11 January, 8 February , 22 February  and post event

Delegate contact details including email addresses will be provided where permission has been granted to share and in line with GDPR legislation post 28 May 2018. Contact details may only be used for promotional details relating to the event (where permission has been granted).

A full list of delegates (name and company only) will be sent to you with your joining instructions two weeks before the event.

5. When will I receive the final delegate list? 5. When will I receive the final delegate list?

The most up to date delegate list (name and company only) will be sent along with your joining instructions two weeks before the event.  The list will also be updated one week prior to the conference, which you can access from the link provided in the joining instructions.

6. When will I receive final information about the event? 6. When will I receive final information about the event?

As an exhibitor you will receive all the information in order to make your final preparations for the conference two weeks before the event.

7. How do I register my delegates? 7. How do I register my delegates?

Please nikolina.hudi@plsa.co.uk with the delegate’s name, contact details (job title, email and phone number), their dietary requirements and if they are happy to share their details with our sponsors and exhibitors by 1 February. They may be awarded to representatives from your organisation only. This cannot be applied to guests or anyone outside of the exhibiting organisation.

8. How can I register my stand personnel? 8. How can I register my stand personnel?

Stand personnel will be registered by your main contact via the exhibitor portal. Stand managers will receive instructions on how to access the exhibitor portal by email from nikolina.hudi@plsa.co.uk on the 15 January. Please check your junk folder if you haven’t received it. Unfortunately only one email address per company can give you access to the portal. If you need to change email addresses please nikolina.hudi@plsa.co.uk. The deadline to receive registrations is 8 February.

Please note stand personnel do not have access to conference sessions.

9. What is the difference between a delegate and stand personnel pass? 9. What is the difference between a delegate and stand personnel pass?

Delegate registrations include: admission to all conference sessions, including official networking events, the exhibition, and catering throughout the event. Stand personnel do not have access to conference sessions but their registration includes everything else that a delegate is entitled to.

10. Can I transfer the delegate registration to other colleagues? 10. Can I transfer the delegate registration to other colleagues?

Registrations are not transferable between colleagues. 

11. Can I swap stand personnel tickets between colleagues? 11. Can I swap stand personnel tickets between colleagues?

Stand personnel tickets are not transferable between colleagues. However you should have enough stand personnel allocated to you in your package to cover the entire event.  If you have any queries regarding the number of tickets you have been allocated please nikolina.hudi@plsa.co.uk.

12. If we have any entertainment staff or additional contractors needed for our stand do they need to come from the stand personnel ticket allocation and do I need to register them? 12. If we have any entertainment staff or additional contractors needed for our stand do they need to come from the stand personnel ticket allocation and do I need to register them?

You will need to register any person working on your stand during show open hours.  If you feel you need additional passes for this purpose then please Nikolina.hudi@plsa.co.uk. Please note that ALL staff working on your exhibition stand need to be registered otherwise they will not be able to gain entry to the exhibition hall.

13. Can I buy additional delegate passes and stand personnel tickets and what is the cost? 13. Can I buy additional delegate passes and stand personnel tickets and what is the cost?

Unlimited further registrations  are available at a 50% discount (£1,532.50 + VAT. To register additional passes email the name and contact details of those you’d like to register to nikolina.hudi@plsa.co.uk.

It is not possible to buy additional stand personnel passes.

 

14. Delegate registration – how do our delegates get into the conference? 14. Delegate registration – how do our delegates get into the conference?

Your delegates will be sent specific delegate joining instructions including how to collect their badge on-site two weeks before the event.

15. Stand personnel registration – how do our stand personnel get into the conference? 15. Stand personnel registration – how do our stand personnel get into the conference?

Your registered stand personnel will receive specific joining instructions including how to collect their badge on-site one week before the event.

sponsor FAQS

16. I would like to use your branding in some of our marketing to promote our presence at your event is this possible? 16. I would like to use your branding in some of our marketing to promote our presence at your event is this possible?

You may include the PLSA brand in pre-event promotion should you wish to. Please ensure you submit any item to us for approval prior to production to ellie.halls@plsa.co.uk

17. What do I need to supply for the speaker biography? 17. What do I need to supply for the speaker biography?

If you have a speaking slot as part of your package, please send the following items relating to your speaker:

  • Biography
  • Photo (preferred but optional)
  • Twitter handle (optional)
  • LinkedIn url (optional)

18. What are the technical specifications for the advert in Viewpoint magazine? 18. What are the technical specifications for the advert in Viewpoint magazine?

  • Trim Size - 210mm x 297mm
  • Bleed Size - 216mm x 303mm
  • Type Area - 190mm x 277mm
  • All sizes are width x height


Files should be supplied as PDF, eps or Tiff (300dpi), Please ensure colours are converted to 4-colour, all fonts are embedded/outlined and the file has the correct bleed and registration marks.
*This only applys to sponsors with speaking packages such as Trustee Learning zone, specialist sessions and stream sessions.

19. What branding is included in our FRINGE/TRUSTEE LEARNING ZONE/STREAM package? 19. What branding is included in our FRINGE/TRUSTEE LEARNING ZONE/STREAM package?

  • The PLSA will create a sign incorporating your logo to be placed outside of the session room
  • The PLSA will create a PowerPoint template for the session to ensure consistency and clarity
  • The PowerPoint template will be sent to you for approval once it has been created
  • The PLSA will require a copy of the PowerPoint presentation prior to the conference
  • You may provide literature and additional branding for the room should you wish to
  • You will have access to the room ahead of the session to set up any branding or literature you’d like to make available 
  • Please note there will also be PLSA’s branding within the room

20. Can we use our own PowerPoint templates if we have a speaking slot? 20. Can we use our own PowerPoint templates if we have a speaking slot?

No, you must use the PowerPoint templates provided by the PLSA so we maintain consistency throughout the whole event.

21. What is included in my conference app sponsorship? 21. What is included in my conference app sponsorship?

  • Share of a rotating banner on the home/menu screen of the app AND in the following sections:
    • Speakers section menu
    • Exhibitors section menu
    • ‘About’ section menu
  • 2 advertising alerts sent to delegates in-app and by push notification to their devices during coffee and lunch breaks - each sponsor will have 1 alert on the Thursday, and then 1 alert on either Wednesday or Friday.
  • App sponsors highlighted in Exhibitors and Sponsors sections.
  • Co-branding as app sponsor on the PLSA’s website, conference app marketing material, conference guide and on the QR code sign on-site
  • Your logo will be included on the PLSA’s web pages that educate delegates about the app. Your logo can link out to a URL of your choice
  • Your logo will be included on all marketing and other collateral relating to the app 

22. What AV is provided in the room for our sponsor speaking session? 22. What AV is provided in the room for our sponsor speaking session?

A laptop, projector and screen, along with a lectern microphone and Q&A microphones will be provided. Technical support on-site will be also be provided.

23. Do speakers get their own pass or must they use a delegate pass? 23. Do speakers get their own pass or must they use a delegate pass?

Delegate passes included in your package must be used for the speakers if they wish to attend the conference. If they do not attend outside of your session these passes may be transferred to a colleague.

Delegate and stand personnel registration

EXHIBITION BUILD & Breakdown HOURS


build

Space only stands:
Monday 4 March              
08:00 - 20:00
Tuesday 5 March            
08:00 - 18:00

Shell scheme and shell scheme plus stands:
Tuesday 5 March            
08:00 - 18:00

Breakdown

Friday 8 March
14:00 - 22:00