Technical Manual
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Investment Conference 2020 | 11-13 March | EICC, Edinburgh

Exhibitor Technical Manual

Please find below all of the information you should need to exhibit at the PLSA Investment Conference 2020. 

It is essential that all exhibitors and contractors adhere to the regulations set out here. As an exhibitor it is your responsibility to ensure any contractors you appoint for this event are aware of the build guidelines.

Should you require assistance with any of the information contained on these pages please contact
Ellie Halls ellie.halls@plsa.co.uk or  0207 601 1739.

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Installation, dismantling and deliveries Installation, dismantling and deliveries

EXHIBITION BUILD

Space only stands:
Monday 9 March                         08:00 - 20:00
Tuesday 10 March                      08:00 - 18:00

Shell scheme stands:
Tuesday 10 March                       08:00 - 18:00

All work must be completed to the satisfaction of the organisers by 18:00 on Tuesday 10 March. You will have access to the exhibition hall from 08:00 on Wednesday 11 March. The exhibition opens at 10:00. Please note that deliveries cannot be accepted during exhibition open hours.

All personnel on-site during build are required to wear the appropriate badge. Badges will be issued by security upon your arrival on-site.

EXHIBITION BREAKDOWN

Detailed information about the close of the exhibition will be issued on-site, but at this stage we would remind you not to commence the breakdown of your stand until the official close of the event at 14:00 and all areas are to be cleared by 20:00.

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 Dayna Watson 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 Dayna Watson 0131 519 4033.

ACCESS TO THE EICC

The main entrance to the EICC is on Morrison Street. Access to the loading bay (deliveries only) is from the West Approach Road.

FORKLIFT HIRE

Forklift hire must be arranged in advance if it is required for unloading or loading. The charge for the forklift is £60.00 + VAT per hour for a minimum of four hours. Please contact DaynaW@eicc.co.uk  for further information by 21 February.

DELIVERIES

Deliveries will be accepted from Friday 6 March. All deliveries to the EICC should be clearly marked with the following:

Stand name:
Stand number:
PLSA Investment Conference 2020
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. 

Shell scheme exhibitors Shell scheme exhibitors

SHELL SCHEME STANDS

As a shell scheme exhibitor you will have pre-ordered your stand at the time of booking. Your basic stand consists of the following as standard:

  • 1, 2 or 3 wall(s) with 3, 2 or 1 open side(s) (depending on location of stand)
  • Basic electrics package (1x 500w electric socket and 2 x 120w spotlights)
  • White melamine walling 
  • Blue and grey carpet tiles
  • Curved illuminated name board that displays the stand no. and company name (your company name will appear as submitted on your booking form without the Limited, Plc, etc. If  it is different please let us know)
  • Stand cleaning

SHELL SCHEME PLUS stands

Your basic stand consists of all of the above plus:

  • Full graphic clad walls (exhibitor to provide artwork. Deadline for the artwork is 21 February, please contact Ben at Joe Manby for full specs, details below)
  • Furniture package (comprising of 1 x high table and 2 x high stools)

SHELL SCHEME PANEL DIMENSIONS and add-ons

Your modular shell scheme stand will be constructed using a 2.5m high Click Modular System and consist of white melamine wall panels, framed in anodised aluminium at 1m centres (0.75m, 0.5m and 0.25m centres may be necessary depending on stand layouts). Please click here for full dimensions and visuals. 

Solid walls are not permitted on the perimeter of any stand which faces an aisle. Where a stand faces an aisle the open side must remain open and free from obstruction. Items may not extend into the aisles or protrude above the maximum building height.

SHELL scheme STAND BUILD

If you intend to build anything within your shell scheme structure, or request to have the walls or ceiling removed, the stand will be treated as a space only and it will be necessary to meet the build criteria set for space only stands. 

JOE MANBY, OUR EXHIBITION SUPPLIER

As part of Joe Manby's service we have been allocated an account manager who can help with any aspect of planning or booking your shell scheme stand, whether you need help with ordering furniture and flooringgraphics or you need additional electrics.  For all exhibitor queries please contact:

Ben Atkinson, Event Co-ordinator, ben@joemanby.co.uk01423 814739

Please ensure you have read and returned the relevant forms by the associated deadlines. Alternatively you can place all the orders online at; www.joemanby.co.uk   click through to their online shop to order.

FLOOR COVERING

Please note that the venue is permanently carpeted with blue and grey floor tiles. If you would like to lay your own flooring you must lay a platform on top of the existing carpet tiles. This can be organised through Joe Manby, please see contact details below.

PLEASE ENSURE YOU READ THE HEALTH AND SAFETY SECTION AND COMPLETE ALL THE RELEVANT FORMS FOUND IN EXHIBITOR CHECKLIST AND FORMS SECTION

Space only exhibitors Space only exhibitors

SPACE ONLY STANDS

This section contains important information about the design and build of your stand so please do read it all thoroughly.

Space only stands exclude walls, fascia and name board, spotlights, power, furniture. Please note that blue and grey carpet tiles are laid to the floor; if you would like to lay your own flooring you must lay a platform on top of the existing carpet tiles.

Build guidelines

It is the responsibility of the space only exhibitor to provide appropriate partition walls between themselves and their neighbours to a minimum height of 2.5m. Each dividing wall must be decorated on the reverse in white above 2.5m. 

SOLID WALLS

Solid walls to a stand are NOT PERMITTED on the perimeter of any stand which faces an aisle for more than ONE THIRD the length of the open side. To reiterate this - walling-in on any open side is only allowed as long as two thirds of that open side remains open or is made of transparent material or clear glazing, or the whole wall is stepped in by 1 metre. For example if any exhibitor wishes to have solid walling on a 6m open side, only 2m may be solid walling and the rest must be completely open. Exhibitors are aware of their stand location at the time of booking. It is responsibility of the exhibitor or the principal stand designer to ensure that sides remain open. An island site with four sides open for example MUST remain an island site.

MAXIMUM HEIGHT

The maximum build height in the show is 4m. No part of any stand may sit above or be flown above 4m (apart from flown light trusses). Two storey stands are not permitted. Items may not extend into the aisles or protrude above the maximum building height. Please note that stand numbers 40-45 are restricted to a 3.5m build height. This is due to restricted ceiling height in this section of the hall. Please refer to the technical floor plan. If you have any queries please contact ellie.halls@plsa.co.uk.

RIGGING

Should you have any rigging requirements for your stand please contact Dayna Watson at the EICC daynaw@eicc.co.uk

BANNERS

Unfortunately it is not possible to have a hanging banner above your stand due to the ceiling height at this venue.

FLOOR COVERING

Please note that the venue is permanently carpeted with blue and grey floor tiles. If you would like to lay your own flooring you must lay a platform on top of the existing carpet tiles. This can be organised through the Joe Manby, please see form below.

STAND APPROVAL FOR SPACE ONLY 

Your space only exhibition stand must meet the build requirements stated above. Space only exhibitors are required to submit plans for approval to ellie.halls@plsa.co.uk no later than 07 February 2020, please ensure that you include:

  • 1 plan to scale not less than 1:50
  • stand dimensions
  • build heights
  • orientation details 

JOE MANBY, OUR EXHIBITION SUPPLIER

Joe Manby is our exhibition supplier and is responsible for electricalfurniture and any shell scheme requirements. For all exhibitor queries please contact:

Ben Atkinson, Event Co-ordinator, ben@joemanby.co.uk01423 814739

Please ensure you have read and returned the relevant forms by the associated deadlines. Alternatively you can place all the orders online at; www.joemanby.co.uk   click through to their online shop to order.

PLEASE ENSURE YOU READ THE HEALTH AND SAFETY SECTION AND COMPLETE ALL THE RELEVANT FORMS FOUND IN EXHIBITOR CHECKLIST AND FORMS SECTION

Health and safety Health and safety

HEALTH AND SAFETY FORMS

Risk assessment for space only

Every space only exhibitor must complete and return a risk assessment for stand build. Risk assessments should be returned to ellie.halls@plsa.co.uk  by 07 February 2020. You can use your own form or download the risk assessment form here or via the exhibitor checklist and forms section below.

Method statement for space only

Every space only exhibitor must complete and submit a method statement so that we are aware of how you plan to construct the stand. Please ensure the person responsible for health and safety for your stand completes this form. Method statements must be returned to ellie.halls@plsa.co.uk by 07 February 2020. You can use your own form or download the method statement form here or via the exhibitor checklist and forms section below.

Health & safety form

Please sign the bottom of the H&S EICC Contractor guidelines form and return to Dayna from the EICC daynaw@eicc.co.uk. Please click here to download the form.

Products & services for your stand Products & services for your stand

STAND 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 Michelle Okoro at Leiths directly: michelleo@eicc.co.uk or   0131 519 4007. The stand catering menu and order form is available here.  It will also be possible to place orders for catering on Leiths new online system which will be available here early in the new year. Please contact Michelle 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.

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

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. Please bear this in mind when planning/designing your stand. 

AV

If you would like to hire any AV equipment please order using this form here.

INTERNET

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. If you require a secure and dedicated connection for your exhibition stand please organise this by using the internet & IT form.

EXHIBITION STAND CLEANING

The carpet in the exhibition hall (including stands) will be vacuum cleaned at the close of each day. If you feel your stand will require a more thorough clean it is possible to arrange this as an additional service. This is a paid for service and can be arranged through the EICC. Please organise this directly with the venue by using this form.

SCANNER HIRE AND LEAD REFERENCE APP

Exhibitors have the opportunity to hire scanners or alternatively, you can purchase the LeadReference app on your phone. This is in order to scan barcodes printed on delegate name badges. This will enable you to firstly know who’s visited your stand and secondly will provide you with their contact details. Scanners and the LeadReference app are available through our supplier Reftech, details are available here.

Delegate registration Delegate registration

Each exhibiting organisation is awarded a number of delegate registrations as part of their package. The number awarded is proportionate to the total space booked:

  • 15sqm and under   1 delegate registration
  • 21sqm and over     2 delegate registrations

Delegate registrations cover all three days of the event and are non-transferable between colleagues. Registrations must be used for representatives of the exhibiting organisation. This cannot be applied to guests or anyone outside of the exhibiting organisation.

To register your delegates please nikolina.hudi@plsa.co.uk  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, please see our privacy notice for more information.

Registration includes:
Attendance of all conference sessions, entry to the exhibition, admission to the PLSA Drinks Reception and catering throughout the event. 

Additional delegate registrations are available for purchase at 50% off the full business member delegate rate. Additional registrations will be charged at £1,580.00 + VAT. There is no limit to the number of registrations that can be purchased at the reduced rate. This discount can only be applied to registrations for representatives from the exhibiting company, it cannot be used for guests. Delegate registrations are non-transferable between colleagues.

All delegate registrations purchased in addition to your entitlement will be invoiced and must be paid in full prior to the event. All registrations are subject to the terms and conditions of booking. If you would like your delegates to appear on the official delegate list, please ensure that they are registered by 31 January 2020.

 

Stand personnel registration Stand personnel registration

Please use the exhibitor portal to register all of your stand personnel online. You can access the exhibitor portal hereYou should have received an email with your log in details for the exhibitor portal. If you have not received this please contact  nikolina.hudi@plsa.co.uk0207 601 1710

Each exhibitor is awarded a number of stand personnel passes proportionate to the total space booked:

  • 15sqm or less                 4 stand personnel  
  • 21 sqm and over            8 stand personnel

Stand personnel passes cover all three days of the event and include:

Admission to the exhibition, the PLSA Drinks Reception and social events throughout the event. 

Representatives attending as stand personnel must be from the exhibiting company. 

COLLECTION OF STAND PERSONNEL PASSES

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

Floor plan Floor plan

Exhibitor checklist and forms Exhibitor checklist and forms

If you have any or need any assistance with anything please contact Ellie Halls ellie.halls@plsa.co.uk or  0207 601 1739.

 

action

deadline

PLSA

 

 

Delegate registration  email nikolina.hudi@plsa.co.uk 31 January
Stand personnel registration submit via the exhibitor portal available here 7 February 

JOE MANBY FORMS

   
Electrical brochure and electrical extras order form Place orders here 7 February
Stand fittings brochure and order form Place orders here 7 February
Graphics order form Place orders here 7 February
Furniture and carpet hire Place orders here 7 February
Artwork for shell scheme plus stands  email ben@joemanby.co.uk 21 February

HEALTH & SAFETY FORMS

   
H&S EICC contractor guidelines submit to daynaw@eicc.co.uk 7 February
Risk assessment  submit to ellie.halls@plsa.co.uk 7 February
Method statement  submit to ellie.halls@plsa.co.uk 7 February
Stand plans submit to ellie.halls@plsa.co.uk 7 February

EICC FORMS

   
AV submit form to daynaw@eicc.co.uk  14 February

Catering 

submit form to michelleo@eicc.co.uk  14 February
IT  submit form to daynaw@eicc.co.uk 14 February
Rigging Any enquiries regarding rigging please contact daynaw@eicc.co.uk 14 February
Stand cleaning  submit form to daynaw@eicc.co.uk 14 February
Unloading and loading submit form to daynaw@eicc.co.uk 21 February

other forms

   
Courier, lifting and handling submit form to rickystraw@gtexhibitions.com 3 March
Scanner hire submit via exhibitor portal here 24 February

 

 

Exhibitor terms and conditions Exhibitor terms and conditions


Definition of terms
 
In these regulations the term Exhibition in all cases refers to the Trade Exhibition being held in conjunction with the 2020 Investment Conference of the PLSA. The term Exhibitor includes any person, firm, company or corporation and its employees and agents to whom space(s) has been allocated for the purpose of exhibiting at the Exhibition. The term Organisers means the PLSA. The term Premises refers to those portions of the EICC licensed to the Organisers.

Bankruptcy or liquidation

In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purposes of amalgamation or reconstruction) or having a Receiver appointed, the contract with such an Exhibitor will terminate forthwith, the allotment of stand space will be cancelled and all sums paid by the Exhibitor under contract shall be forfeited.

Damage to premises

The Exhibitor shall not cause or permit any damage to the Exhibition premises, fixtures or fittings. No display or publicity material is permitted on the walls of the building. Due to the risk of damage to lighting and ventilation equipment, helium balloons cannot be allowed in the exhibition hall.

Exclusive rights

The Organisers will not give any Exhibitor exclusive rights to exhibit or display any specific product or service.

Exhibition management

Joe Manby has been appointed to provide services including furniture hire, electricity, and shell scheme. It is obligatory to use the official contractors for electrical and modular system work. This includes all extra electrical work and a schedule of charges are included on the relevant order forms made available within these web pages.

Exhibitors subject to forfeiture

In the event of there being an outstanding account or claim against the Exhibitor at the end of the Exhibition the Organisers shall have the right of forfeiture on the exhibits of the Exhibitor, firm or person concerned.

Failure to vacate

If the Exhibitor, or their servants, agents or subcontractors should fail to remove all their property or otherwise fail to vacate the exhibition premises by 20:00 on Friday 13 March 2020 due to any cause whatsoever, the Organiser would hold the Exhibitor fully responsible for any penalties imposed by the venue owner, or any other losses and costs incurred by the Organisers as a result of the Exhibitor failing to vacate the premises by the agreed time.

Insurance

1. Third party insurance

The Exhibitor is responsible for all claims arising from personal injury or damage to property arising in connection with the erection and dismantling of the Exhibitor’s stand and anything permitted, omitted or done thereon or there from during the period of the Exhibition or the set-up and dismantling periods caused directly or indirectly by the Exhibitor or any contractor, subcontractor, servant, agent, licensee or invitee of his or the act, omission or neglect of any such person or by any exhibit, machinery or other article or thing of the Exhibitor or in the possession of or use of the Exhibitor or any servant or agent of his. The Exhibitor will indemnify the Organisers in respect of each and every such claim and all actions, proceedings, costs, claims and demands in respect thereof. The Exhibitor must take out adequate insurance for all circumstances.

2. Insurance of exhibits - exhibitors’ or stand holders’ property

The Organisers do not accept responsibility for theft or any loss or damage from any cause whatsoever, in respect of any property brought to the Exhibition premises by Exhibitors or stand holders or the servants, agents, subcontractors or any other persons, and the Exhibitor or stand holder is required to indemnify the Organisers in respect of theft, loss or damage to property etc supplied hired or lent by the organiser (e.g. shell-stand, furniture etc).

3. Consequential loss

Exhibitors are advised to insure against costs and losses which they may incur in the event of the Exhibition being abandoned, cancelled or suspended in whole or in part for causes beyond the Organisers’ control since the Organisers accept no liability in such an eventuality.

Nuisance

No flashing lights, bright lights or noise that constitutes a nuisance to other exhibitors or visitors to the Exhibition will be permitted. All Exhibitors and staff must conduct themselves in such a manner that is not objectionable to others. Exhibitors must endeavour to conduct business on their own stands and must not, under any circumstance, canvass away from their stand. Exhibition stands must be staffed by responsible representatives during exhibition open hours. The Organisers have the right to expel or remove any person, article, display or exhibition stand, which in their opinion, is prejudicial to the interests of the Exhibition or the PLSA. 

Catering

No food and drink may be served on exhibition stands unless it is supplied by or authorised by the official caterers. Please contact Leiths for information.

Restrictions

1. Use of exhibition space

Exhibitors or any other related organisation may not sub-let or share any part of the space allotted, may not represent and may not advertise or distribute literature for the products or services of any other firm or individual except as approved by PLSA.

2. Competitive activity

Organisations may not conduct any of the following acts outside their exhibition stand within the confines of the EICC that might, in the sole judgement of the PLSA, reasonably be seen as competing with the Event during official conference open hours:

Advertisements, Canvassing amongst delegates, Conferences, Demonstrations, Displays, Entertaining, Hospitality events, Research amongst delegates, Surveys amongst delegates.

3. Promotional material

It is not possible for Exhibitors to distribute any promotional materials outside its exhibition stand. This includes the distribution to bedrooms or in public areas of any of the designated conference hotels to be detailed on the PLSA website.

4. Directional signage

It will not be possible for Exhibitors or any other related organisation to post, nail, screw, attach, or otherwise place any signage or other materials or devices to columns, walls, floors, or other parts of the EICC including the immediate external area outside the venues during conference open hours.

Safety

Exhibitors must, at all times, comply with Local Authority Regulations relating to dangerous substances or power-driven machinery. All materials used in stand fitting should meet standard fireproof regulations as recognised throughout the exhibition industry and certificates should be available on request. Failure to comply with this may result in a request to remove the offending materials. It is the responsibility of Exhibitors to see that their staff are acquainted with the nearest firefighting equipment and the procedures to be followed on discovering a fire. No children under the age of 16 shall be allowed into the exhibition hall during build and breakdown.

Stand set up

Space only stands

08:00 Monday 9 March
08:00 Tuesday 10 March

Shell scheme stands

08:00 Tuesday 10 March

All work to be completed to the satisfaction of the Organisers by 18:00 on Tuesday 10 March. Exhibitors must report to the exhibition managers before unloading commences.

Date for dismantling

Strictly not before 14:00 on Friday 13 March. All areas to be cleared by 20:00 on Friday 13 March. Exhibitors must report to the exhibition managers before loading commences.

EXHIBITION BUILD & Breakdown HOURS


build

Space only stands:
Monday 9 March              
08:00* - 20:00
Tuesday 5 March            
08:00 - 18:00

Shell scheme and shell scheme plus stands:
Tuesday 10 March            
08:00 - 18:00

*Contractors will be allocated a time slot for unloading. Slots are allocated by the EICC, based on the build complexity and position within the hall. The time will be confirmed to you upon confirmation of stand approval.

Breakdown

Friday 13 March
14:00 - 22:00