Technical Manual
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Please find all the information you need in preparing to exhibit for the PLSA Local Authority Conference 2019. Please read through and complete the exhibitor forms that are relevant to you by the specified deadline. 


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. 

Ellie Halls will be on-site should you have any queries and can be contacted on 07818074393.

Floor plan Floor plan

For the floor plan please click on the icon above

Installation dismantling and deliveries Installation dismantling and deliveries

Installation

Monday 13 May 
10:00 - 16:00 Space only. All builds must be completed by 16:00. Stands can be dressed between 16:00 - 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 May. Please note that deliveries cannot be accepted during exhibition open hours.

Health and safety 

Exhibitors must fill in and submit the health and safety form, please find the form below in the exhibitor checklist and forms section.
 

To help you understand the regulations for this event, you can refer to the e-guide, which has been put together specifically for the exhibition and event industry. You can access the e-guide via the following link here.  

All personnel who will be on-site during the build or breakdown will need to have seen the site induction. This has information about site rules, timetable, general information and emergency procedures, to view this please see below in the exhibitor checklist and forms section, please send this to all contractors. Copies will also be available on-site. Please ensure that all exhibitors, contractors, sub-contractors, supplier and their agents complete the health and safety form exhibitor checklist and forms section. Those that arrive after 16:00 to dress their stand will not be required to fill out a form.  

It is important for all contractors and exhibitors to wear suitable PPE (Personal Protective Equipment) eg, hi-vis bibs and appropriate (robust) footwear etc. Please ensure you bring sufficient with you for you and your staff during build and breakdown.  

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.

Exhibition Breakdown

This will commence on Wednesday 15 May between 11:30 - 15:00 after the morning refreshments. Detailed information about the close of the exhibition will be communicated to you on-site.

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 therefore 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 May and should be marked clearly with the following: 

[EXHIBITOR NAME]
[STAND NUMBER]
FAO Rachel Piper
PLSA Local Authority Conference 2019
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 Rachel Piper on  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:

  • 2 walls with 2 open sides
  • Basic electrics package (1x 500w electric socket and 2 x 120w spotlights)
  • White Melamine finish
  • Carpet tiles (brown)
  • 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)
  • Please note furniture is not included in the package and must be ordered separately by our supplier Joe Manby Ltd. (details below)

Shell Scheme Plus

Your basic stand consists of all of the above plus:

  • Full graphic clad walls (exhibitor to provide artwork)
  • Furniture package (comprising of 1 x table and 2 x chairs)

Floor covering

Please note that the venue is permanently carpeted with brown 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 Ltd, please see contact details below.

Shell scheme panel dimensions

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.

Joe Manby Ltd, our exhibition supplier

Joe Manby Ltd is our exhibition supplier for 2019 events. As part of their service we have been allocated an account manager who can help with any aspect of planning or booking your shell scheme stand.  For all exhibitor queries please contact: 

Ben Atkinson
Event Co-ordinator
ben@joemanby.co.uk
 01423 814739

Please ensure you have read and returned the relevant forms by the appropriate deadlines shown in the exhibitor checklist and forms section. Alternatively it is possible to order through their website; www.joemanby.co.uk  please click through to their online shop.

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.

Regulations

Exhibitors and contractors must adhere to all regulations, including those laid out in the event e-guide. This is available to download. You can access the e-guide via the following link here. 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.

Build Schedule

Build may only take place within the published schedule.

13 May  - 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 venue is carpeted. If you intend to lay your own flooring you must lay a platform on top of the existing carpet.

Rigging - rigging is not available in the room. 

Maximum height - the maximum build height is 3m.

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 an 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.

STAND PLAN CHECK AND PERMISSION TO BUILD

Please send a pdf or jpeg files with the plans of your stand. This needs to include all dimensions, doors, flooring information (platform or flats). A visual render of the stand would be helpful if you have one.

All plans will be checked and approval for permission to build will be notified. Please send forms & stand plans in an electronic format to plsa@acex.co.uk  by 26 April.

For further information and queries please contact: 
Meggie Goodridge, A&C Exhibitions Ltd, Health and Safety Manager, on  01403 711047 or  07977106617

RISK ASSESSMENT

To be completed by all exhibitors or contractors for the build/break or set up of the stand to include any special items or activities on stand during the show hours. Risk assessments are required from every exhibitor. If you do not have one of your own, there is a blank one below in the exhibitor checklist and form section.

METHOD STATEMENT & CPP (CONSTRUCTION PHASE PLAN)

To be completed by all exhibitors who are building a space or free build stand or who are building inside a shell scheme stand. Any shell scheme exhibitors building within the shell must also send drawings of their stand. If you do not have your own, there is a blank one you may use, found in the exhibitor checklist and form section.

Joe Manby Ltd, our exhibition supplier

Joe Manby Ltd is our exhibition supplier for 2019 events. As part of their service we have been allocated an account manager who can help with any aspect of planning or booking your shell scheme stand.  For all exhibitor queries please contact:
Ben Atkinson
Event Co-ordinator
ben@joemanby.co.uk
 01423 814739

Please ensure you have read and returned the relevant forms by the appropriate deadlines below in the in the exhibitor checklist and forms section.  Alternatively it is possible to order through their website; www.joemanby.co.uk  please click through to their online shop.

Stand catering 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 Rachel Piper at rachel.piper@devere.com 

On-site services On-site services

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

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 ellie.halls@plsa.co.uk  at your earliest opportunity to discuss as there is very limited availability.

 AV

If you require any AV requirements please contact ellie.halls@plsa.co.uk  

SCANNER HIRE

Exhibitors have the opportunity to hire scanners 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 are available through our supplier Reftech, to order please click here 

COURIER AND HANDLING

If you require courier and handling please complete the form below in the exhibitor checklist and form section.

Delegate registration Delegate registration

Each exhibitor is entitled to one delegate registration.  

Delegate registrations cover all three days of the event and include:

  • entry to the exhibition
  • two nights’ accommodation at the De Vere Cotswold Water Park Four Hotel (Monday 13 May and Tuesday 14 May)
  • attendance of all conference sessions
  • attendance of the Conference Dinner on Tuesday 14 May
  • catering as specified within the official conference programme

To register delegates

If you have not yet registered your delegate for the conference please do so as soon as possible. Please send an email stating the delegate's full name, contact details and their intention to attend the Conference Dinner along with any dietary requirements  nikolina.hudi@plsa.co.uk. Your delegate will be sent specific delegate joining instructions including how to collect their badge via email on Tuesday 30 April. Delegate registration opens at 12:00 on Monday 13 May.   

Stand personnel registration and accommodation Stand personnel registration and accommodation

Each exhibitor is entitled to 2 stand personnel.

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

  • 2 nights ‘lodge’ accommodation adjacent to the hotel (Monday 13 May & Tuesday 14 May)
  • attendance of the Conference Dinner on Tuesday 14 May
  • entry to the exhibition
  • catering at times specified within the official conference programme

Please note that stand personnel may not access the conference sessions.

Due to the restricted size of the event it is not possible to purchase additional stand personnel passes.

Lodge accommodation comprise of at least two double bedrooms, 2 bathrooms, shared kitchen and living area. Lodges are situated across the road from the main conference hotel. Lodges are privately owned holiday rentals and therefore differ in size and style. To see an example of one of these lodges please click here

Lodges are issued per exhibiting organisation. It is not possible to swap lodge bedrooms for the main delegate hotel. It is the responsibility of the exhibitor to explain the bedroom situation to their stand personnel in advance of arrival on-site.

TO REGISTER STAND PERSONNEL

If you have not yet registered your stand personnel for the conference please send an email stating the stand personnel's full name, contact details and their intention to attend the Conference Dinner along with any dietary requirements to nikolina.hudi@plsa.co.uk  
 
Your registered stand personnel will receive specific joining instructions including how to collect their badge via email. Joining instructions will be sent on 6 May.

Stand personnel registration will open at 12:00 on Monday 13 May.

Exhibitor checklist and forms Exhibitor checklist and forms

Order Deadline Return to
PLSA - -
Delegate registration 22 March PLSA
Stand personnel registration 5 April PLSA
JOE MANBY    
Electrical brochure and electrical extras form 5 April Joe Manby
Stand fitting brochure and stand fitting extras (shell only) 5 April Joe Manby
Graphics (shell only) 5 April Joe Manby
Furniture and carpet hire 5 April Joe Manby
A&C Exhibitions    
H&S declaration (all exhibitors) 26 April A&C Exhibitions
Risk assessment template (only for space only and if building within your shell scheme) 26 April A&C Exhibitions
Method statement (only for space only and if building within your shell scheme) 26 April A&C Exhibitions
Construction phase plan (only for space only and if building within your shell scheme)  26 April A&C Exhibtions
Site induction (for all exhibitors, contractors sub-contractors and suppliers on-site) 26 April  A&C Exhibitions
OTHER    
Scanner hire 26 April Reftech
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 2019 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 Joe Manby 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:

Joe Manby Limited 
Hookstone Park
Harrogate
North Yorkshire 
HG2 7DB

ben@joemanby.co.uk 
 01423 814739

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 May 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; Jack Mabbett at  jack.mabbett@devere.com  

Official opening hours 
Mon 13 May      17:45 – 19:00 (welcome drinks reception)
Tue   14 May     09:00 – 17:30
Wed  15 May     09:00 – 11.30

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 May 
10:00 - 16:00 Space only. All builds must be completed by this time. 
Stands can be dressed between 16:00 - 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 May. 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 May at 11:30 and must evacuate the building by 15:00.

 

 

Location


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

For 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 May      17:45 – 19:00 (welcome drinks reception)
Tues 14 May     09:00 – 17:30
Wed 15 May      09:00 – 11.30

BUILD HOURS

Space only stands:
Mon 13 May            
10:00 - 16:00
Stands can be dressed
between 16:00 - 17:00 

Shell scheme and shell scheme plus stands:
Mon 13 May       
12:00 – 17:00 

Breakdown Hours

Wed 15 May
11:30 – 15:00 (after morning refreshments)