Technical Manual
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Local Authority Conference | 13-15 June | Gloucestershire

Technical Manual and on-site information for Exhibitors


Local Authority Conference 2019

Technical Manual for Exhibitors



Please find all the information you need in preparing to exhibit for the PLSA Local Authority Conference 2022. Please read through and complete all the exhibitor forms that are relevant to you by the specified deadline.

Please note that build hours are very tight and bear this in mind when designing your stand and ensure that the build can be finished well within the allotted time.

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 Naomi Hoad at [email protected] or   0207 601 1739 

Floor plan Floor plan

For the floor plan please click on the icon above

Installation dismantling and deliveries Installation dismantling and deliveries

Exhibition Build-up

Monday 13 June 

09:00 – 15:30 Space only stands. All builds must be completed by 15:30. Stands can be dressed between 15:30 - 17:00 

12:00 – 17:00 Shell scheme and shell scheme plus

All work must be completed to the satisfaction of the organisers by 17:00 on Monday 13 June. Please note that deliveries cannot be accepted during exhibition open hours.

Exhibition Breakdown

Wednesday 15 June.
11:45 – 15:00

Exhibitors may pack their stands from the close of the refreshment break at 11:45 without the requirement for PPE until 12:45. Hard breakdown when contractors may come onsite to disassemble stands will begin from 12:45 when PPE will be a requirement for anyone in the hall.

Health and safety 

All exhibitors must fill in and submit the health and safety form, please download here.

*** CONSTRUCTION, DESIGN AND MANAGEMENT REGULATIONS 2015 (CDM)

In early 2016, the Health and Safety Executive confirmed its decision to enforce the 2015 Construction, Design and Management Regulations (CDM) in the context of temporary construction at exhibitions and events. The CDM legislation effectively lays out a number of statutory roles required to manage a piece of construction. The statutory roles include you as a "client" and describe a number of processes that you are directly responsible for including the appointment of competent contractors if you are a space only stand. Essentially, CDM means that exhibitors now have a more specific role to play in the management of their exhibition stand builds and breakdowns and more than ever need to be assured that their assigned contractors are competent and reliable.  

PPE
During designated days/times of hard build up and breakdown all persons entering the exhibition hall must comply with the wearing of PPE that is personal protective equipment. Contractors have to wear hi-vis, safety footwear and if the need arises hard hats. If exhibitors need to access the exhibition hall during these times there is also a requirement for exhibitors to comply with the wearing of hi-vis, safety footwear or appropriate footwear dependent upon the level of construction in the Hall and related risks. During periods of "soft build"  and “soft breakdown” all construction will be completed and the wearing of PPE for exhibitors accessing the exhibition hall to "dress" their stands is relaxed and on breakdown exhibitors will have the opportunity for a defined time to pack away their stand materials without the need for PPE.  The designated times associated with the above will be detailed on exhibitor and contractor induction forms. In light of the above, please consider, as exhibitors, your planned arrival on build day and your anticipated departure on breakdown.

SHELL SCHEME PANEL DIMENSIONS AND ADD-ONS

Your shell scheme plus stand will be constructed using a 2.5m high Quad Modular System and consist of white foamex 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. 

Full Circle, OUR EXHIBITION SUPPLIER

Full Circle will help with any aspect of planning or booking your shell scheme stand, whether you need help with ordering furniture and flooring, graphics, or you need additional electrics For all exhibitor queries please contact:

Full Circle Exhibitor Team +44 (0) 161 393 3949   [email protected] 

Please ensure you have read and returned the relevant forms by the associated deadlines. If you do not meet the deadlines on the order forms then a surcharge will be applied.

FLOOR COVERING

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

When considering any platform height please consider disability access to the stand. Further guidance and assistance can be provided by [email protected],co.uk our health and Safety Manager for the Event.

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

It is important for all contractors and exhibitors to wear suitable PPE (Personal Protective Equipment) eg, hi-vis tabards and appropriate safety or (robust/anti-slip) footwear dependant upon your role. Please ensure you bring PPE with you for you and your staff/crew during build and breakdown as you will not be able to purchase on site..  

Exhibitors must ensure that all employees, contractors, sub-contractors and agents, comply with the regulations of the Health and Safety at Work Act 1974 (and subsequent regulations made under it) as well as CDM 2015 regulations. It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.

Unloading and loading

For loading and unloading please use the conference centre entrance. Please bear in mind that only one vehicle at a time can unload and there may be a short wait.

Car parking

There is plenty of parking on-site with 500 spaces available.

Deliveries

Deliveries will be accepted on Monday 13 June and should be marked clearly with the following: 

[EXHIBITOR NAME]
[STAND NUMBER]
FAO Natasha Milican-Lee
PLSA Local Authority Conference 2022
De Vere Cotswold Water Park Hotel
Lake 6
Spine Road East
South Cerney
Gloucestershire
GL7 5FP

If you intend to send large objects please contact our coordinator at De Vere Cotswold Water Park Hotel prior to dispatch.  Please contact Natasha Milican-Lee
01285 864044.

Shell scheme stands 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 foamex panels
  • Grey carpet (the venue is carpeted)
  • 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)

 

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 20 May,2022 Please contact Ben at Full Circle for full specs, details below)
  • Furniture package (comprising of 1 x high table and 2 x high stools)
    Table can be viewed here
    Stool can be viewed here
  • To organise your stand graphics and spec specific to your stand please email 

[email protected] by 20 May 2022.

forms TO BE COMPLETED


courier and handling  

Courier and handling by 2 June

Space only stands Space only stands

Please note that space only stands exclude walls, fascia and name board. At this venue the floor is carpeted.

It is the responsibility of the space only exhibitor to build adequate solid self-supporting partition walls between themselves and their neighbours to a minimum height of 2.5m. Each dividing wall must be decorated on the reverse in either black or white above 2.5m.

Maximum height - the maximum build height is 3m. Contractors will be required to “dress down” the rear of their stand in flat white to a height of 2.5 m if their adjoining neighbour ‘s wall height is less than theirs.

Solid walls -  are not permitted on the perimeter of any stand which faces an aisle. Exhibitors are aware of their stand location at the time of booking.

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 the wall is stepped in 1m. For example if any exhibitor wishes to have solid walling on a 3m open side, only 1m may be solid walling and the rest must be completely open. It is responsibility of the exhibitor or the principal stand designer to ensure that sides remain open.

Build Schedule

Build may only take place within the published schedule.

13 June - 10:00-16:00. All stands must be completed by this time.

Stands may be dressed between 16:00 - 17:00.

Flooring - please note that the venue is carpeted. If you intend to lay your own flooring you must lay a platform or floorflats on top of the existing carpet.

Rigging - rigging is not available in the room. 

STAND PLAN CHECK AND PERMISSION TO BUILD

Your space only exhibition stand must meet the build requirements stated above. Space only exhibitors are required to submit plans for approval to [email protected] no later than 13 May 2022, please ensure that you include:

  • 1 plan to scale not less than 1:50
  • stand dimensions
  • build heights
  • orientation details 
  • A suitable and sufficient risk assessment, method statement and construction phase plan (CPP)  from your standbuilder together with a copy of the standbuilder’s Company PLI (Public Liability Insurance) which must be in date for the duration of tenancy. Template documents can be provided to assist with these requirements if needed. Please use the forms available on the drop down menu or contact our Health and Safety Manager Carol at [email protected] for further advice and assistance

FORMS TO BE COMPLETED

 

Stand catering Stand catering

Exhibitor Health & Safety Forms including Health and Safety Declaration and Risk Assessment

Every exhibitor must complete and return a health and safety declaration and risk assessment to [email protected] no later than 13 May 2022. You can download the form here or via the exhibitor checklist and forms section below

On-site services On-site services

STAND CATERING

Please note that all food and beverages distributed from exhibition stands must be supplied by the caterers on-site. For any catering enquiries on your stand please contact Natasha Milican-Lee 01285 864044.

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. Empty boxes can create trip and fire hazards so please keep items to a minimum

Internet

Wi-Fi is available throughout the venue for the duration of the event. If you require a secure and dedicated connection for your exhibition stand then please contact [email protected]  at your earliest opportunity to discuss as there is very limited availability for this.

 AV

If you require any AV requirements please contact [email protected] 

Courier and handling

Courier and handling to be returned by 6 May 

Scanner hire - delegate data capture Scanner hire - delegate data capture

As an exhibitor you are able to scan delegate badges and capture leads and data via the conference app. You can either scan the physical badges that delegates will wear or there is an option to scan the digital badge within the app. This will enable you to firstly know who’s visited your stand or who you’ve met on-site and secondly will provide you with their contact details.

You can also use the app to connect with attendees, set up meetings and rate contacts. Further details will be released on how to do this two weeks in advance of the event with exhibitor joining instructions. 

DELEGATE REGISTRATION DELEGATE REGISTRATION

Each exhibitor is entitled to two delegate registrations.  

Delegate registrations include access to the full conference including Gala Dinner as well as two nights accommodation at the De Vere Cotswold Water Park Four Hotel (Monday 13 June and Tuesday 14 June).

Registrations 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.

In order to capture important delegate details, we ask that the delegate register themselves via the following link, and select book now:

https://www.plsa.co.uk/Events/Conferences/Local-Authority-Conference/Fees

They will need to apply a code at the end of the booking journey, which will amend the fee to zero. You can find your organisations code in your confirmation letter. Please contact [email protected] if you need this to be resent.

PLSA LOCAL AUTHORITY CONFERENCE AND CARBON FOOTPRINT
We are taking steps to reduce the carbon emissions associated with the event. In order for us to measure and report on emissions associated with the exhibition we ask that you submit the following information for both your deliveries and any contractors building and delivering items to site. Please provide your best guestimate. Please submit this information to [email protected] by Wednesday 15 June.

Exhibitor checklist and forms Exhibitor checklist and forms

Order Deadline Return to
Delegate registration 22 March PLSA
Electrical extras form 13 May Full Circle
Stand fitting extras (shell only) 13 May Full Circle
Graphics (shell only) 20 May Full Circle
Furniture hire 13 May D Zine
H&S (all exhibitors) 13 May OES Services
Courier and handling 6 May GT Exhibitions

 

Exhibitors' terms and conditions Exhibitors' 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 2022 Local Authority 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 Pensions and Lifetime Savings Association (PLSA) and Full Circle on behalf of the PLSA. The term Premises refers to those portions of De Vere Cotswold Water Park Hotel 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
The officially appointed exhibition managers are:

Full Circle Ltd 
Ben Atkinson [email protected]

The above exhibition managers have been appointed to co-ordinate all exhibition services including electricity, graphics, stand-fitting etc. 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 in the Exhibition technical manual.

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 15:00 on Wednesday 15 June 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 the 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 De Vere Cotswold Water Park. Please contact De Vere Cotswold Water Park for information; [email protected]

Official opening hours 
Mon 13 June      17:30 – 19:00 (welcome drinks reception)
Tue   14 June     09:00 – 17:30
Wed  15 June     09:00 – 11.45

Photography
The Organisers have appointed an official photographer for the Event. Exhibitors wishing to use the services of the appointed photographer should contact the Organisers. Those Exhibitors wishing to appoint their own photographer must gain approval from the Organisers prior to the Event.


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 De Vere Cotswold Water Park Hotel 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 anywhere in De Vere Cotswold Water Park Hotel to bedrooms or in public areas of any of the designated conference hotels.

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 De Vere Cotswold Water Park Hotel including the immediate external area outside the venue 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 
Monday 13 June 
09:00 – 15:30 Space only. All builds must be completed by this time. 
Stands can be dressed between 15:30 - 17:00 
12:00 – 17:00 Shell scheme and shell scheme plus
All work must be completed to the satisfaction of the organisers by 17:00 on Monday 13 June. Please note that deliveries cannot be accepted during exhibition open hours.

Exhibitors must report to the exhibition managers before unloading commences.

Date for dismantling

Wednesday 15 June at 11:45 and must evacuate the building by 15:00.

Exhibitors may pack their stands from the close of the refreshment break at 11:45 without the requirement for PPE until 12:45. Hard breakdown when contractors may come onsite to disassemble stands will begin from 12:45 when PPE will be a requirement for anyone in the hall.

Location


De Vere Cotswold Water Park Hotel
Lake 6
Spine Road East
South Cerney
Gloucestershire
GL7 5FP

Full details of how to get to the Cotswold Water Park by car, train, or plane can be found on the venue's website.

Exhibition info


EXHIBITION Opening times

Mon 13 June     17:30 – 19:00 (welcome drinks reception)
Tues 14 June     09:00 – 17:30
Wed 15 June      09:00 – 11.45

BUILD HOURS

Monday 13 June 
09:00 – 15:30 Space only stands. All builds must be completed by 15:30. Stands can be dressed between 15:30 - 17:00 

12:00 – 17:00 Shell scheme and shell scheme plus

All work must be completed to the satisfaction of the organisers by 17:00 on Monday 13 June. Please note that deliveries cannot be accepted during exhibition open hours.

Breakdown Hours

Wednesday 15 June.
11:45 – 15:00


Exhibitors may pack their stands from the close of the refreshment break at 11:45 without the requirement for PPE until 12:45. Hard breakdown when contractors may come onsite to disassemble stands will begin from 12:45 when PPE will be a requirement for anyone in the hall.