Technical Manual
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Local Authority Conference 2023 | 26-28 June | Gloucestershire

Exhibitor Technical Manual

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 2023. Please read through and complete all the exhibitor forms that are relevant to you by the specified deadline.

It is essential that all exhibitors adhere to the regulations set out here. Should you require assistance with any of the information contained on these pages please contact Mollie Mayo at [email protected] or 0207 601 1716.

Installation dismantling and deliveries Installation dismantling and deliveries


You will have pre-ordered your stand at the time of booking. Full information about your stand is available here.

Exhibition Build-up

Monday 26 June 
13:00 – 17:00

All work must be completed to the satisfaction of the organisers by 17:00 on Monday 26 June. Please note that deliveries cannot be accepted during exhibition open hours.

Exhibition Breakdown

Wednesday 28 June
11:45 – 15:00

Exhibitors may pack their stands from the close of the refreshment break at 11:45.


Your shell scheme 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

You may not build anything within your shell scheme structure, or request to have the walls or ceiling removed. This is because we need to meet the H&S standards set by Full Circle, our H&S supplier and we do not have additional H&S cover on-site.


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.


Please note that the venue is permanently carpeted with grey floor tiles. If you would like to lay your own flooring, you must lay a platform or floor flats 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.

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 will be accepted on Friday 23 June and should be marked clearly with the following: 

Chloe Mansell
PLSA Local Authority Conference 2023
De Vere Cotswold Water Park Hotel
Lake 6
Spine Road East
South Cerney

If you intend to send large deliveries, please contact our coordinator at De Vere Cotswold Water Park Hotel prior to dispatch on [email protected] or 01285 864333.

Shell scheme stands Shell scheme stands

Your stand consists of the following as standard:

  • 1 walls with 3 open sides
  • Basic electrics package (1x 500w electric socket and 2 x 120w spotlights)
  • White foamex panels
  • Grey carpet tiles (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)
  • Furniture package (comprising of 1 x high table and 2 x high stools)
    Table can be viewed here
    Stool can be viewed here

Where graphic clad walls have been agreed as part of the exhibition package:

  • To organise your stand graphics and spec specific to your stand please email [email protected] by 26 May 2023.

courier and handling  

GT Exhibitions is the official courier for the event. We would recommend their services for freight, delivering and forwarding post event. Having one official courier for the event means that we can reduce the number of individual deliveries to site, therefore reducing the carbon emissions.  All requests must be sent by Monday 19 June.  Further details on services are available here.

Courier shipments (up to 25 kgs) sent directly to a stand must be signed for by a representative from your company.  Any courier shipments that arrive for an unmanned stand will automatically be diverted to us.  We will sign for, store, and deliver your shipment and a £35.00 fee levied.  Shipments over 25 kgs will be charged at a higher rate, dependent on size/weight.


Any items left on or near your stand for breakdown, not collected by 15:00 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. 

On-site services On-site services


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 [email protected] or 01285 864 333

On-site Storage

Please note that there are no storage facilities on-site, exhibitors are advised that they will need to store your items on your stand. Please bear this in mind when planning what you bring. Empty boxes can create trip and fire hazards so please keep items to a minimum.


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.


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


We are taking steps to reduce the carbon emissions associated with the event. 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 Friday 29 June.

  • Approximate mass of goods
  • Distance travelled
  • Type of vehicle
  • Fuel type (petrol or diesel, basically)


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 26 June and Tuesday 27 June) (unless otherwise agreed).

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:

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.


As an exhibitor you can 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.

Exhibitor checklist and forms Exhibitor checklist and forms

Order Deadline Return to
Electrical extras form 26 May Full Circle
Stand fitting extras  26 May Full Circle
Graphics  26 May [email protected]
Furniture hire 13 May D Zine
Name Panel 26 May Full Circle
Courier and handling 19 May GT Exhibitions


Floor Plan Floor Plan

For the floor plan please click on the icon above

Please note the plan is subject to change

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 2023 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 28 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.

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 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.

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.

Code of conduct at PLSA events

The PLSA takes very seriously any form of inappropriate or unethical behaviour at its events.  We ask that all attendees are considerate and respectful to each other, and look after one another.  If you see any behaviour which you deem is inappropriate, please report it, at your earliest convenience, and in strictest confidence, to Kate Hadley, Director of Events ([email protected] or tel: 07717 895070), PLSA or Julian Mund, Chief Executive, PLSA ([email protected] or tel 07960 317497).

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 at [email protected] or 01285 864 333


Service of alcohol at PLSA events

We know that an important element of hosting an exhibition stand at one of our conferences is the networking element, and the service of food and drink forms part of that.  The PLSA will be hosting a Welcome Drinks Reception in the exhibition hall at the end of conference sessions on Tuesday evening, as well as a Conference Dinner on Wednesday.  Whilst exhibitors are not restricted from serving alcohol during the event, we do encourage you to be mindful of serving excessive alcohol due to the sensitivities around this.

Official opening hours 
Mon 26 June      17:30 – 19:00 (welcome drinks reception)
Tue   27 June     09:00 – 17:30
Wed 28 June     09:00 – 11.45

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.

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.

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 26 June 
13:00 – 17:00

All work must be completed to the satisfaction of the organisers by 17:00 on Monday 26 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 28 June at 11:45 and must evacuate the building by 15:00.


De Vere Cotswold Water Park Hotel
Lake 6
Spine Road East
South Cerney

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 26 June     17:30 – 19:00 (welcome drinks reception)
Tues 27 June     09:00 – 17:30
Wed 28 June      09:00 – 11.45


Monday 26 June 
13:00 – 17:00

Set up must be completed to the satisfaction of the organisers by 17:00 on Monday 26 June. Please note that deliveries cannot be accepted during exhibition open hours.

Breakdown Hours

Wednesday 28 June.
11:45 – 15:00