Exhibitor Technical Manual

EXHIBITION BUILD

MONDAY 5 JUNE

SPACE ONLY
Space only build 08:00-22:00

Forklift unloading for space only: 08:00-10:30

Self-unloading for space only: 10:30-22:00

STRICTLY NO ACCESS TO THE LOADING BAY FOR SELF-UNLOADS UNTIL 10:30

The Organisers will be producing a load-in schedule for this event. Please contact Ricky with your load in time request at [email protected] before 22 May 2023. 

SHEL SCHEME STANDS

Shell Scheme exhibitors can access the hall from 16:00 – 22:00 to dress their stands.

TUESDAY 6 JUNE

Space and shell scheme stands can be dressed from 08:00-12:00 on Tuesday. No construction may take place during this time.

BREAKDOWN

THURSDAY 8 JUNE   16:00-22:00

Detailed information about the close of the exhibition will be issued on-site, but at this stage we would remind you not to commence packing up your stand until the official close of the exhibition at 16:00.

No vehicle will be allowed into the loading bay until the appropriate stand is confirmed as being dismantled by the logistics team. Once your stand is down, please inform the GT Exhibitions desk.

PLSA INVESTMENT CONFERENCE AND CARBON FOOTPRINT           
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 and submit this information to [email protected] by Friday 9 June.

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

To reduce the amount of waste generated by this event we ask all exhibitors and their contractors to consider the items they send to site. The conference app can host documents and brochures, videos and more. We also encourage exhibitors to take any left-over products with them at the end of the show.

FORKLIFT HIRE
All requests for forklift hire should go to GT Exhibitions, the official courier for the event. Please contact [email protected]

DELIVERIES

Deliveries will be accepted from Friday 2 June. All deliveries to the EICC should be clearly marked with the following or use the label here.

Stand name:
Stand number:
PLSA Investment Conference 2023 (6-8 June 2023)
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. Having one official courier for the event means that we can reduce the number of individual deliveries to site, therefore reducing the carbon emissions. Further details on services is 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.

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 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 (1 x 500w electric socket and 2 x 120w spotlights)
• White foamex panels
• Blue and 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)
• Stand cleaning (vacuuming cleaning carpet only)

SHELL SCHEME PANEL DIMENSIONS AND ADD-ONS

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. 

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.

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 build height.

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 graphics, or you need additional electrics.

Please ensure your orders are placed by the associated deadlines. If you do not meet the deadlines, then a surcharge will be applied.

For all exhibitor queries please contact:

Full Circle Exhibitor Team

+44 (0) 161 393 3949  

[email protected]

FLOOR COVERING

Please note that the venue is permanently carpeted with blue / 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. Further guidance and assistance can be provided by [email protected] our health and Safety Manager for stand approval.

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

SPACE ONLY STANDS

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

Exhibitors of space only stands need to ensure that their stand design can be built and deconstructed within the defined hours of build or that additional crew are provided to ensure this occurs. Health and Safety will be confirming these arrangements with contractors pre tenancy.

Space only stands exclude walls, fascia and name board, spotlights, power, furniture. Please note that blue / grey 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. When laying a platform or floor flats on the stand, please consider disability access to the stand when considering platform height. Please speak to Carol at [email protected] our Health and Safety Manager for further advice and assistance.

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 the 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 including any platform element. 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 41-45 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 [email protected]

RIGGING

Should you have any rigging requirements for your stand, please contact Nigel MacLean at the EICC [email protected]

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 / 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. Further guidance and assistance can be provided by [email protected] our health and Safety Manager for the Event.

STAND APPROVAL FOR SPACE ONLY 

Your space only exhibition stand must meet the build requirements stated above.  Space only contractors are required to submit plans for approval to [email protected] no later than 28 April 2023.  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 contact our Health and Safety Manager Carol at [email protected] for further advice and assistance.

FULL CIRCLE, OUR EXHIBITION SUPPLIER

Full Circle will help with any aspect of planning your space only stand, whether you need help with ordering furniture or electrics.

Orders should be placed via the online exhibitor portal here.

For all exhibitor queries please contact:

Full Circle Exhibitor Team

+44 (0) 161 393 3949  

[email protected]

Please ensure your orders are placed by the associated deadlines. If you do not meet the deadlines, then a surcharge will be applied.

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 FORMS

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 28 April 2023.You can download the form here or via the exhibitor checklist and forms section below.

EXHIBITION STAND FURNITURE

You can hire furniture for your exhibition stand via the official furniture hire company DZine. Browse the catalogue and order via their online shop 

If you need any help, you can contact them via [email protected]

 Tel: +44 (0)1299 824 100

EXHIBITION STAND GRAPHICS

If you are a shell scheme exhibitor, you may wish to create graphics for your stand.  Full Circle’s Exhibitor enhancements team can help you with this.  Please contact [email protected]

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 to facilitate the conference app. If you require a secure and dedicated connection for your exhibition stand please organise this by using this form here.

EXHIBITOR 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 here.

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 Karen D'Ulisse at [email protected] or +44 (0) 131 519 4003 with your requirements.  The stand catering menu and order form is available here.

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 Full Circle by contacting Ben Atkinson [email protected] 

ON-SITE STORAGE

Please note that there are no storage facilities on-site. Contractors are advised to take materials off-site or to store most of your items on your stand. GT Exhibitions has a limited amount of storage space for empty cases which can be ordered from here.

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

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:

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. To capture important delegate details, we ask that the delegate register themselves. The link to register these passes is included in your confirmation letter. If you need this to be resent or need help with this process, please contact [email protected]k
 

Registration includes:
Attendance of all conference sessions
Entry to the exhibition
Access to the PLSA Drinks Reception on Tuesday (which takes place in the exhibition hall)
Attendance of the Conference Dinner on Wednesday*
Catering throughout the event. 

*Please note that the attendance of the Conference Dinner is free of charge and included in your registration fee. Pre-booking is however required (during the registration process) and we cannot unfortunately guarantee your place at the dinner if you forget to book or for any registrations received post 19 May.

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 18 April 2023.

As an exhibitor you can scan delegate badges and capture leads and data via the conference app. You will use your own phone to do this. 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. 

Full instructions on how to do this will be sent with the exhibitor joining instructions. The instructions will also be available within the conference app.

If you have any or need any assistance, please contact [email protected] or 020 7601 1739

Delegate registration deadline 18 April 2023.
Please ensure your delegates select the dinner when registering – we cannot unfortunately guarantee your place at the dinner if you forget to book. Deadline for confirming the dinner is 19 May 2023. 

FORMS/LINKS

• On-site storage, courier lifting and handling form - GT Exhibitions
• Full Circle for electrics, graphics, shell scheme extra - online portal link
• Furniture – Dzine link
• Health and Safety Form
• Leith’s catering order form
• AV form
• Internet form
• Stand cleaning form
• Delivery label

Definition of terms 

In these regulations the term Exhibition in all cases refers to the Trade Exhibition being held in conjunction with the 2023 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 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

Full Circle Events 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/links 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 22:00 on Thursday 8 June 2023 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.

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).

Catering

No food and drink may be served on exhibition stands unless it is supplied by or authorised by Leith’s at the EICC.  Please contact Karen D'Ulisse (Catering Event Planner) at [email protected] or +44 (0) 131 519 4003 with your requirements.

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.

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 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 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 up and breakdown.

Stand set up

Space only stands:
Monday 5 June 2023           
from 08:00* - 22:00

Tuesday 6 June 2023                
08:00 - 12:00 Dressing stands only

Shell scheme
Monday 5 June 2023               
16:00 - 22:00

Tuesday 6 June 2023                
08:00 - 12:00 Dressing stands only

All work to be completed to the satisfaction of the Organisers by 22:00 on Monday 5 June.  Exhibitors must report to the exhibition managers before unloading commences.

Date for dismantling

Strictly not before 16:00 on Thursday 8 June. All areas to be cleared by 22:00 on Thursday 8 June. Exhibitors must report to the exhibition managers before loading commences.

Left items

Any items unclaimed by 20:00 on Thursday 8 June will be collected by GT Exhibitions our official courier and returned to their warehouse, where you can arrange collection. A charge of £35.00 per unit for shipments will be applied. Anything over this will be charged at a higher rate dependant of the size and weight of the shipment.