44th iop plasma physics conference
TRANSCRIPT
3–6 April 2017 University of Oxford, Oxford, UK
Organised by the IOP Plasma Physics Group
44th IOP Plasma Physics Conference
Exhibitors Handbook
Contents Contacts 2
Sponsors 2
Organising committee 2
Venue 3
Exhibition information 3
Floor plan 4
Deliveries and collection procedures 5
Storage 5
WiFi 6
Exhibitor personnel 6
Catering 6
Programme 7
Accommodation 7
Travel 7
Parking 7
Health and safety 8
General notices 10
Site plan 11
Contacts – Conferences team This manual is your guide to the event, it contains all the information you need to plan your stand at the 44th IOP Plasma Physics Conference in Oxford. Please read the document carefully and if you have any questions, contact the conferences team using the details below. Claire Garland Tel: +44 (0)20 7470 4840 Mobile: +44 (0)7881 923 142 Email: [email protected] Conferences team Email: [email protected] The IOP Conferences team will be on-site for the duration of the event to assist exhibitors with any enquiries and to support the overall running of the event. Disclaimer
The Institute of Physics, Worcester College and University of Oxford accept no responsibility for any accident, loss or damage to participants or their property.
Sponsors
Organising committee Professor Philippa Browning (Chair PPG), University of Manchester Dr Christopher Ham (2017 Conference Local organizer, Secretary PPG), Culham Centre for Fusion Energy Dr Ceri Brenner (Treasurer PPG), Rutherford Appleton Laboratory Dr Josephine Coltman, AWE plc Dr Benjamin Dudson, University of York Dr Bogdan Hnat, University of Warwick Professor Paul Maguire, University of Ulster Dr Andrew Thornton, Culham Centre for Fusion Energy Dr Felipe Iza, Loughborough University Dr Bengt Eliasson, University of Strathclyde Dr Felix Parra Diaz, Worcester College
Venue
The exhibition will be held at the University of Oxford in Worcester College. The exhibition will be located in the Sultan Nazrin Shah Centre alongside the talks, posters, refreshments and lunch. A site plan for the college is appended at the back of this handbook.
Worcester College University of Oxford Walton St Oxford OX1 2HB, UK
Exhibitors
• Avantes BV • Hiden Analytical • IOP Publishing • Ocean Optics • Springer / EPJ • Testbourne Ltd
Exhibition hours Set up times:
• Monday 3 April 09:00 – 11:00
Opening hours • Monday 3 April 11:00-19:00 • Tuesday 4 April 10:30 – 13:40
Post event breakdown times:
• Tuesday 4 April 13:40 – 17:00
You will not be permitted to break down your stand before 13:40 on Tuesday 4 April. The penalty charge for any exhibitor attempting to break down before this time will be 25% of the stand rental. The invoice will be payable within 30 days.
Exhibition space • A rectangular table (measuring 2.80 metres x 0.75 metres) in the foyer of the Nazrin Shah Centre and 2
chairs. Exhibitors should bring their own table cloths. Stands will be allocated on a first-come, first served basis.
• A single electrical socket. Exhibitors are responsible for ensuring that all electrical items brought into the college are PAT tested, and all trailing cables are covered using a suitable cable cover. Cable covers are not provided by the venue.
• Each exhibitor is responsible for keeping their stand clean and tidy. All packaging and boxes will need to be kept out of sight in storage and cleared away after the event has taken place.
• Please note that exhibitors are not permitted to stick any materials to the walls, the pillars or the windows anywhere within the building.
Floor plan
Deliveries and collection procedures Exhibitors are advised to send their material in advance to the college as there is limited space to load/unload vehicles. Please refer to the details overleaf for deliveries. If you are unable to send your material, please contact the conference organisers for further information. Material for the exhibition can be sent in advance to the following address: IOP Plasma Physics Conference Exhibitor’s name Worcester College Walton St Oxford OX1 2HB, UK Please make sure you follow the guidelines below, otherwise your delivery may be refused:
• Material should not arrive before Sunday 2 April • The box is clearly labelled Plasma exhibition, with your company name and contact • Each box must weigh less than 30 kg • Indicate on the box the weight and the contents centre of gravity. • All shipping costs including VAT and Duty must be met by the exhibitor. Please send material as ‘Delivered
Duty Paid’ If you need to send your material prior to Sunday 2 April, please address to: Claire Garland Exhibitor’s name IOP Plasma Physics Conference Institute of Physics 80 Portland Place London W1B 1NT Any material sent to the Institute of Physics, should arrive by Thursday 30 March. All material from the exhibition must be collected by midday on Thursday 6 April – it is the exhibitor’s responsibility to ensure that all boxes are secured and the return details are clearly visible. Exhibitors must inform on-site staff of the number of boxes being collected, the name of the courier company and the expected collection date and time. Any material not collected will be disposed. Storage Storage will be available in the Green room in the Sultan Nazrin Shah Centre.
WiFi – The Cloud Free WiFi is provided by ‘The Cloud’. Please follow the instructions below.
1. Make sure your WiFi is turned on 2. Select ‘The Cloud’ from the available network list 3. Open your browser, hit refresh and follow the on-screen instructions to register or log-in 4. For auto-connection, download the Sky FastConnect app for iOS and Android
If you should experience any IT problems, please email [email protected]. Exhibitor personnel The exhibition package includes access and catering for one person. Please confirm the full name of your inclusive representative to [email protected] before 24 March. On arrival at the college, all exhibition personnel must report to the main registration desk in the foyer of the Sultan Nazrin Shah Centre to collect a name badge, which must be worn at all times during the exhibition to help with security. One delegate pack is also included. Note that the delegate list will not include email addresses due to the data protection act. Exhibitors are therefore encouraged to collect business cards. Catering The exhibition package includes catering for one exhibitor on Monday and Tuesday only. Exhibitors should be by their stands during the scheduled breaks to maximise time spent with the conference participants. All refreshments and meals will be held alongside the exhibition in the Nazrin Shah Building. Date Event Time Monday 3 April Arrival refreshments 11:00-12:00 Lunch 12:00-13:00 Refreshment break 14:50-15:10 Reception and buffet 17:30-19:00 Tuesday 4 April Refreshment break 10:40-11:00 Lunch 12:40-13:40 Dietary requirements Exhibitors with dietary requirements are asked to notify the conference office by email prior to their arrival. Those with special dietary requirements other than vegetarian are asked to make themselves known to the catering team. It will not be possible to provide an alternative menu unless prior notification has been received. Please email [email protected] if you have any questions.
Programme The full conference programme can be found online at http://plasma2017.iopconfs.org/programme
Monday 3 April 11:00 Registration and refreshments 12:00 Lunch 13:00 Welcome and talks (1 Invited and 1
Contributed) 14:10 Culham Thesis Prize 14:50 Refreshment break 15:10 Talks (1 Invited and 3 Contributed) 16:50 Refreshment break 17:10 Poster Introductions 17:30 Posters and exhibition
Tuesday 4 April 09:00 Talks (2 Invited and 1 Contributed) 10:40 Refreshment break 11:00 Talks (1 Invited and 3 Contributed) 12:40 Lunch 13:40 Excursions 18:30 Plasma Science Takes 5’ Outreach Event
Wednesday 5 April 09:00 Talks (1 Invited and 2 Contributed) 10:20 Refreshment break 10:40 Talks (1 Invited and 2 Contributed) 12:00 Plasma Physics Group AGM 12:30 Lunch 13:30 Talks (1 Invited and 3 Contributed) 15:10 Refreshment break 15:30 Talks (2 Contributed) 16:10 Poster introductions 16:30 Poster session 19:00 Reception 19:30 Conference Dinner
Thursday 6 April 09:00 Talks (1 Invited and 3 Contributed) 10:40 Refreshment break 11:00 Talks (2 Invited and 1 Contributed) 12:40 Lunch MAST-U Research Forum
Accommodation The college is able to offer single en-suite accommodation in their student residences on a bed and breakfast basis. The room rate is £75 per room per night. To book, please email [email protected].
Travel Worcester College is located in the centre of Oxford on the junction of Beaumont Street, Walton Street and Worcester Street. The college is just across the road from the main bus and coach station, and is a 10 minute walk from the railway station and main shopping areas. For travel information, please refer to the website page at http://plasma2017.iopconfs.org/travel Parking Parking is severely limited at the college. If you require parking, please email [email protected] as soon as possible. Space will be allocated on a first-come, first served basis.
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Health and safety Displays and structures The organisers must be informed of displays that may be a fire risk at least two weeks prior to the exhibition. In addition, exhibitors must ensure that all display aids and additional stand structures are made of inherently flame-resistant material. Electrics Stands will be allocated a single 13 amp electrical socket; exhibitors are asked to bring their own extension cables. The UK operates a 3 pin socket; if you need an adaptor please bring one with you. Exhibitors intending to use electrical equipment must ensure that they comply with the Local Authorities Rules and Regulations. It is a health and safety requirement that all electrical items are PAT tested and that any trailing cables are covered using a suitable cable cover. These will not be provided by the venue. Stand cleaning and rubbish The exhibition hall will be cleaned before the exhibition opens each day. Exhibitors are responsible for ensuring that their stands are kept free of rubbish. Black refuse bags will be available for items that cannot be recycled. Safety and emergency evacuation procedures
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There are notices showing all the security information at the entrance to every building and also a phone next to the sign linked to the main lodge. In the event of an incident, please inform the Porters Lodge immediately by dialling 01865 278 300. In the event of a fire alarm sounding, all participants should evacuate the building and assemble in the Orchard or the Sports Field. Do not return to the room until instructed to do so by a member of the lodge staff. Fire test alarms are carried out on Tuesday mornings when the alarm may sound for 5-10 seconds. You do not need to leave the building unless the alarm sounds continuously for more than 10 seconds. Security Do not leave your belongings or valuables unattended at any time, abandoned bags will be removed by security, and may be destroyed. Storage will be available, but items are left in these areas at the owners’ risk. If you do have a security concern, the first point of contact should be the Porters Lodge which is manned 24-hours a day. The Porter can be contacted on 01865 278300. Exhibitors are strongly recommended to use night sheets and/or alarms and to take out adequate insurance against loss or damage. Exhibitors are advised not to leave their stands unmanned during the event and initial breakdown period. Smoking Smoking is not permitted anywhere within the building. The only smoking area is the large grass areas such as the Nuffield Lawn or the Orchard. Candles or naked flames are not permitted in any building without consent. Smoke detectors must not be tampered with under any circumstances. Any problems should be reported to the Porters Lodge. First aid First Aid can be found at the Front Reception Desk. There are trained first-aiders on-site during office hours. If the injury is serious, please call 999 from a mobile or venue phone and summon an ambulance first before contacting Reception. Health contacts Doctor’s practice - Dr Hammersley 27 Beaumont Street Oxford Tel: 01865 311 500
The John Radcliffe Hospital Headley Way Headlington Oxford, OX3 9DU Tel: 01865 741 166
Insurance While we take every precaution to protect your property during the event, the Institute of Physics and Worcester College are not responsible for any loss or damage and we recommend that you affect adequate insurance. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to third parties and to property belonging to third parties. In addition to this you should protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control. Payment The organiser reserves the right to refuse admission to any exhibitor who has failed to pay their stand rental prior to the event. If you request additional chargeable items on the booking form, an invoice will be sent to you and our payment terms are 30 days.
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Audio If you plan to use sound recordings during the exhibition you will need to complete a GLD 08a form to obtain PPL licence – see www.ppluk.com. Risk assessment We take our responsibilities as laid out in accordance with the Health and Safety at Work Act 1974, very seriously and it is vital that exhibitors and their contractors do likewise. By issuing this statement in advance, the organisers deem that all exhibiting companies are aware of the health and safety policies and will comply with their obligations. The Management of Health and Safety Regulations 1992 recommends that a competent person is nominated to oversee all health and safety issues and that all employees co-operate with other personnel while sharing a work site. The nominated person will be responsible for providing the proper information and instruction, training, guarding and supervision of all parties concerned throughout the show. Failure to comply with all of the health and safety legislation can cause injury/fatality, and prosecution of an employee/employer/contractor by the Health & Safety Executive. All exhibitors are requested to produce a risk assessment for their stand, to be available onsite, if requested by the organisers. General notices
• Please keep off the grass of Main Quad and note any signs for Private areas of College where the Fellows and Provost (Head of Worcester) live all year round.
• Swimming is not permitted in the college lake.
Exhibitors Handbook
Institute of Physics76 Portland Place, London W1B 1NT, UK
Telephone: +44 (0)20 7470 4800www.iop.org/conferences
Registered charity number 293851 (England & Wales) and SC040092 (Scotland)