exhibitor manual 2o12 - london design fair · pdf file27 july 2012 exhibitor listing: ......
TRANSCRIPT
20-23 SEPTEMBER 2012
OLD TRUMAN BREWERYHANBURY STREET LONDON E1 6QR. UK
WWW.TENTLONDON.CO.UKWWW.SUPERBRANDSLONDON.CO.UK
Exhibitor Manual 2O12
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CONTENTS 1
TENT LONDON & SUPER BRANDS LONDON TEAM
3
ACTION PLAN
4
EVENT TIMETABLE
5
CONTRACTOR DETAILS
6
MARKETING
7 PRESS & PUBLIC RELATIONS 9
DELIVERY & REMOVAL OF GOODS
11 DELIVERY OF EXHIBITS 11
MAINTENANCE OF STANDS 12
BREAK DOWN / REMOVAL OF EXHIBITS AND STANDFITTINGS 12
SITE MAPS OF THE TRUMAN BREWERY 13
STAND INFORMATION
15 SHELL SCHEME STANDS 15 SPACE ONLY STANDS 17 ALL STANDS 18
A-Z DIRECTORY OF SERVICES
20 ACCESS 20 ADMISSIONS POLICY 20 BANKING FACILITIES 20 CAR PARKING 20 CATERING 21 CHILDREN 21 CLEANING 21 CONTRACTORS AND DESIGNERS 21 ELECTRICAL & LIGHTING INFORMATION 21 FIRST AID 21 FURNITURE 21 HOTEL ACCOMMODATION 21 INSURANCE 22 LIFTING 22 LPG / COMPRESSED AIR 22 MUSIC / ENTERTAINMENT 22 ORGANISER'S OFFICE 22 PA SYSTEM 22 PASSES 22 PRIVATE VIEW / THE TENT FRIDAY NIGHT PARTY 23 PUBLIC TRANSPORT 23 PRESS OFFICE AND PR 23 RIGGING 23 RUBBISH AND STAND CLEARANCE 23 SECURITY 24 STORAGE & PORTERAGE 24
HEALTH & SAFETY
25 GENERAL 25 EXHIBITOR CHECKLIST FOR HEALTH & SAFETY 25
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COMPULSORY FORMS
FORM 1 HEALTH & SAFETY DECLARATION FORM 2 UNDERTAKING YOUR RISK ASSESSMENT
FORM 3
COMPLEX STRUCTURES METHOD STATEMENT EXHIBITOR RISK ASSESSMENT
EXHIBITOR PASSES FORM 4 STAND NAME DETAILS FORM 5 & 6 POWER & LIGHTING CONNECTIONS AND PACKAGES
OPTIONAL FORMS
FORM 7 STAND FITTING EXTRAS FORM 8 PROMOTIONAL FLYERS FORM 9 FLOOR COVERING OPTIONS FORM 10 PORTERAGE FORM 11 RIGGING FORM 12 PRESS INFORMATION QUESTIONNAIRE
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TENT LONDON TEAM
Tent London Office Jimmy MacDonald (Director) Rachel Isherwood (Marketing) Rebecca Harkness (Sales) Megan Taylor (Marketing)
T: + 44 (0)20 7739 5561 F: + 44 (0)20 7739 1808 E: [email protected] [email protected] [email protected] [email protected]
Operations Nadine Alizade
T: +44 (0)79 5622 5883 E: [email protected]
Public Relations David Gorrod, Lucy Price & Michelle Town PR Girl Ltd.
T: +44 (0)1273 722469 M: +44 (0)78 1069 7792 E: [email protected]
Tent Exhibitions Ltd. Shoreditch Town Hall
380 Old Street London EC1V 9LT United Kingdom
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ACTION PLAN / CHECK LIST
The following is a calendar of the important dates by which you must return the forms at the back of this manual. The early return of these forms is appreciated.
COMPULSORY FORMS
RETURN BY DOCUMENT RETURN TO PAGE CHECK
√ 27 July 2012 Exhibitor Listing: Tent & Super Brands
London stand exhibitors Megan Taylor No form
(see Page7)
6 August 2012 Gallery Listing: Events Rachel Isherwood No form (see
Page7)
10 August 2012 Space Only Stand Proposal / Plans Nadine Alizade No form (see details on page15)
10 August 2012 FORM 1: Health & Safety Declaration Nadine Allizade FORM1 10 August 2012 FORM 2: Exhibitor Risk Assessment
/Method Statement Nadine Alizade FORM 2
10 August 2012 FORM 3: Exhibitor, Contractor & Vehicle Passes
Nadine Alizade FORM 3
10 August 2012 FORM 4: Stand Name Details (SHELL SCHEME STANDS ONLY)
SO Group Ltd FORM 4 10 August 2012 FORM 5 & 6: Power, Lighting & Grid Plan SO Group Ltd FORM 5 & 6
OPTIONAL FORMS
RETURN BY DOCUMENT RETURN TO PAGE CHECK
√ 10 August 2012 FORM 7: Stand Fitting Extras & Grid Plan SO Group Ltd FORM 7 10 August 2012 FORM 8: Promotional Flyers Tent London FORM 8 10 August 2012 FORM 9: Floorcovering Options (Stands) SO Group Ltd FORM 9 10 August 2012 FORM 10: Porterage Nadine Alizade FORM 10
ASAP FORM 11: Rigging Orders Outback Rigging FORM 11 ASAP FORM 12: Press Questionnaire PR Girl FORM 12
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TENT LONDON AND SUPER BRANDS LONDON EVENT TIMETABLE
BUILD UP SCHEDULE HALL OPEN HOURS
Monday 17 September Construction of Tent London Space Only stands Access Tent London Space Only exhibitors and contractors only
1200 – 1800hrs
Tuesday 18 September Construction of Tent London and Super Brands London Space Only stands Shell Scheme exhibitors Tent London and Super Brands London exhibitors commence stand dressing
0800 – 2000hrs 1200 – 2000hrs
Wednesday 19 September Stand dressing only. No stand fitting allowed. STANDS & GALLERIES
0800 – 2000hrs
Please note: Wednesday 19 September is a dressing and delivery of exhibits only day. No construction material is to be delivered on this day. All stands must be completed and excess products and materials removed from the hall no later than 1600hrs on Wednesday 19 September 2012.
OPEN PERIOD EXHIBITION OPEN HOURS HALL OPEN HOURS
Thursday 20 September 1000 – 1900hrs 2000 – 2300hrs: TENT & SUPER
BRANDS PARTY
0800 – 1930hrs 2000hrs – 2300hrs: TENT & SUPER BRANDS PARTY
Friday 21 September 1000 – 2000hrs 0900 – 2030hrs
Saturday 22 September 1000 – 2000hrs 0900 – 2030hrs
Sunday 23 September 1100 – 1800hrs 0900 – 2200hrs
BREAK DOWN SCHEDULE HALL OPEN HOURS
Sunday 23 September Removal of exhibits from 1830hrs Vehicle & Forklift access from 1900hrs
1830 – 2200hrs
Monday 24 September Removal of remaining exhibits and stand fittings 0800 – 1600hrs
Please note: For safety reasons, breakdown cannot commence until all visitors have left the hall. This will take approximately 30 minutes. Please make sure your contractors are aware of this. Vehicle & Forklift access to Ely’s Yard from 1900hrs ONLY. Exhibits can be walked off site from 1830 hrs. SHELL SCHEME STANDS WILL BE DISMANTLED FROM 0800 HRS ON MONDAY 24 SEPTEMBER. Shell scheme exhibitors must either clear their stand by 2200hrs on Sunday 23 September or make special arrangements with the Organiser's Office to safeguard all display equipment.
Any exhibits or stand equipment left on site after 1600hrs on Monday 24 September will be removed and stored at the exhibitor’s expense. Please note that charges for this are high.
Any damage or alterations made to the venue walls and or pillars, etc e.g. paint colour or holes in walls need to be rectified by exhibitors at their own cost and completed during the event breakdown. The Organiser’s will be making a photographic record of all alterations and will closely monitor and check all repairs to ensure they are of a high standard. Any damage not repaired or not sufficiently corrected will incur a high charge to the exhibitor.
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CONTRACTOR DETAILS
SERVICE NAME & COMPANY ADDRESS PHONE & FAX
Cleaning Nelson Vargas Office and General Environmental Services Ltd
Unit 12 Latimer Road London W10 6RQ
M: +44 (0)79 7188 9236 F: +44 (0)20 8206 6360 E: [email protected]
Electrics & Lighting
Natalie Williams So Group Ltd
So Group Ltd Bedlam House, Oldfield Road, Salford, Manchester M5 3SR
T: +44 (0)161 874 5100 F: +44 (0)161 874 5199 E: [email protected]
Exhibitor, Contractor & Vehicle Delivery Passes
Nadine Alizade Operations Manager
7 Smug Oak Lane Bricket Wood Herts AL2 3PN
T: +44 (0)79 5622 5883 E: [email protected]
Floorcovering Natalie Williams So Group Ltd
So Group Ltd Bedlam House, Oldfield Road, Salford, Manchester M5 3SR
T: +44 (0)161 874 5100 F: +44 (0)161 874 5199 E: [email protected]
Furniture Laura Russell Thorns Group
125 Brantwood Road Tottenham London N17 0DX
T: +44 (0)20 8801 4444 F: +44 (0)20 8801 4445 E: [email protected] W: www.thorns.co.uk Brochure: http://www.thorns.co.uk/docs/Events_Brochure.pdf
Insurance AEO recommendations Website http://www.aeo.org.uk/page.cfm
Operations Nadine Alizade Operations Manager
7 Smug Oak Lane Bricket Wood Herts AL2 3PN
T: +44 (0)79 5622 5883 E: [email protected]
Press David Gorrod & Michelle Town PR Girl Ltd
Unit 3 Namrik Mews Hove East Sussex BN3 2TF
T: +44 (0)1273 722469 E: [email protected]
Standfitting and Shell Scheme
Natalie Williams So Group Ltd
So Group Ltd Bedlam House, Oldfield Road, Salford, Manchester M5 3SR
T: +44 (0)161 874 5100 F: +44 (0)161 874 5199 E: [email protected]
Rigging Rob Fitzgerald or Conrad Ryan Outback Rigging Ltd
Unit 5 Kendal Court Western Avenue Trading Estate Kendal Avenue London W3 0RU
T: +44 (0)208 993 0066 F: +44 (0)208 752 1753 E: [email protected] E: [email protected]
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MARKETING
Get the Most Out of Your Participation
Be Prepared Exhibitions are a tremendously powerful and effective form of media, which is probably why there are so many of them. They are unique because they are the only form of media that allows you to get your products directly into the hands of potential buyers; however an exhibition can be even more effective if you prepare properly. Below are our top tips to help you make the most out of exhibiting at Tent London – it is always the most prepared exhibitors who get the best results…
Exhibitor Listings Exhibitors receive an exhibitor listing in the printed Show Directory (distributed on-site during the exhibition) and website (online for 12 month period). The contact details provided on the Stand Contract will be used for the exhibitor listing. If your details have changed, please notify [email protected] ASAP so that they can be amended. Absolute deadline to receive both requested information and amendments to contact details is 27 July 2012, end of day. If we not receive an image by this deadline, your listing will not have an image and it will be left blank. Tent London Stand Listings One image will be requested and used for both listings. The image sent can be either a product shot or company logo. If you have not already sent an image, please do so immediately to [email protected] Image specifications: Landscape. Minimum width 200mm, 300 dpi, File Format: CMYK, JPEG only. It may be necessary to crop images. Deadline: ASAP, latest 27th July, end of day. Super Brands Listings Please send to Megan Taylor ([email protected]) by Deadline: ASAP, latest 27th July, end of day: • Company logo (eps file) • 70 word max company profile/description • Maximum of 6 images. Image specifications: Landscape. Minimum width 200mm, 300 dpi, File Format: CMYK, JPEG
only. It may be necessary to crop images. Gallery Event Listings All Gallery Events are provided with event listings in both Tent London and London Design Festival guides which ensure that visitors know where they can find your event during the exhibition. • Tent London Listing - The information you provide will be used for both the printed show directory and online listing. Details and supporting information are needed ASAP. The absolute deadline for final content must be received by Rachel Isherwood ([email protected]) by 6 August 2012, end-of-day to be included in the printed Show Directory. (N.B. Changes to online listing can be made until 13 September). • LDF Event listing - The information you provide will be used for the printed guide and online listing in the London Design Festival website. For Tent London to complete this for you, please returned requested information by 13 June 2012, end-of-day to [email protected] (N.B. Changes to on-line LDF listing can be made until 13 September). Our Newsletter Tent & Super Brands London sends a newsletter to 35,000+ subscribers each month which includes news from our exhibitors. If you have news that you would like us to consider for inclusion, email [email protected] with 100 words maximum, one image and a website link (if appropriate).
What we’re looking for: • Sneak previews of forthcoming products/collections • Details of new stockists, commissions, awards, collaborations, retailers • Had a product specified for new interior project – bars, restaurants, hotels, offices? • Offers / discounts exclusive to our newsletter subscribers
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Promote Your Participation It is important that any promotional activity you are planning in the run-up to the exhibition refers to your participation at Tent & Super Brands London. Make your clients and contacts aware that you will be at the exhibition. Let them know how to find you, what stand you are on or hall you are in and how to get tickets.
In addition to your usual marketing activities such as advertising, networking, face-to-face meetings, etc…, the two most effective ways of promoting your presence at an exhibition are to feature it on your website or simply post or email a flyer to your contacts.
Promotional Tools A variety of files on the Tent & Super Brands London websites are available to aid your promotional activities e.g. show logos, e-flyers, banners etc. Please use them to promote you presence at the exhibition; it is quick, cheap and very effective. Alternatively, feel free to make your own – put them on your email signature, websites and newsletters.
To download these, visit www.tentlondon.co.uk/downloads / www.superbrandslondon.co.uk/downloads
Invite Your Clients - Direct Mail or Email Your Database The vast majority of visitors only visit an exhibition if they receive an invitation. They rarely respond to an advertisement or word-of-mouth alone - a personal invite from an exhibitor works wonders. Whether they are current or potential customers, it is important to make sure that they visit you at the exhibition and please remember that the majority of visitors to an exhibition have already planned whom they are going to visit before they arrive – make sure you are on their list.
We will be providing all exhibitors with flyers to mail to their clients – these can be sent in the post or put out on display in showrooms and studios for visitors. You can have as many as you like. Simply fill in the Promotional Flyers (Form 8) and return in before 10 August 2012. Please note: A digital copy of the flyer will be available online at www.tentlondon.co.uk/downloads if you do not wish to direct mail/post them to your clients.
Trade and Press visitors can attend Tent London & Super Brands London for FREE by registering online at www.tentlondon.co.uk/visit before 14 September 2012.
Public visitors can purchase discounted tickets online for £8 before 14 September 2012 or for £10 on the door. www.tentlondon.co.uk/visit
Complimentary Tickets Each exhibitor will be provided a number of Complimentary Tickets. The quantity allocated to each exhibiting company will be determined by their stand size. These will be distributed prior to the show and cannot be replaced if lost. Please use them wisely.
Other Tips & Suggestions Move up the Google chart - Did you know that simply by setting up a link to our websites you will move higher up the Google search results, or any other browser you choose to utilise... Use the Latest Free Promotional Tools In this day and age there are numerous ways to market yourself and let people know you’re there (many of which won’t cost a penny…).
Twitter Love it/Hate it? We love twitter, as it’s a very useful tool. For example, within 4 minutes of Tent tweeting the upload of a new press release to the website, Design Week published a news story. Even the world’s biggest brands have an account and tweet daily.
The best way to get started is to sign-up here http://twitter.com and follow Tent (@Tent_London) & Super Brands London (@SuperBrandsLDN) Have a look around and see what we’re tweeting about. You can use Twitter to update followers on how your products are coming along, tempt people down to the exhibition to visit you, direct their attention to press you have received or a new retailer who is stocking your products, etc…
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Some Twitter Tips: #LDF12 – Use this hashtag in your tweet and it will show up in London Design Festival’s activity stream on their website
@ symbol before a name (e.g. @Tent_London) - Refers to another Tweeter and provides a live link to their Twitter account RT – Retweet someone else’s message e.g. “RT @JoeBlogg: Can’t wait to visit Tent 2012!” #followfriday / #FF – A weekly opportunity to recommends other Tweeters to follow. This helps you get other followers # symbol before a word or several words without spacing (e.g. #design or #TentLondon) – Known as a ‘hashtag’ this creates a label, tag or a topic by which other search for relevant Tweets
Let us know when/if you have an account and we’ll follow you. We want to ‘Re-tweet’ your news to our followers to let them know what you’re up to. Those who follow Tent’s tweets include press members, interested public, trade members and exhibitors.
Pinterest Though it launched nearly two years ago, Pinterest has recently taken the internet by storm with its clean, image-heavy interface and fresh take on social networking. The pinboard-style, taste-sharing website recently hit 10 million unique monthly views faster than any standalone site in U.S. history. Pinterest appears to hold users' attention longer than Facebook. On average, Pinterest users will spend 15.8 minutes "pinning," while Facebook users will only spend 12.1 minutes flipping through your latest holiday album. Pinterest drives more referral traffic than Google+, YouTube, and LinkedIn combined. Nearly a third of all Pinterest users have an annual household income of $100,000+, almost 70 percent are female and the largest age demographic is between 25 and 34.
Pinterest is a great resource for interior designers, private clients and potential ones – so with the above in mind, you really should consider getting your products uploaded and presence there quick.
Tent London have a series of boards and an account already – take a look pinterest.com/tentlondon
Press & Public Relations Tent and Super Brands London are already generating tremendous press interest – meaning exposure for many exhibiting companies and their products in some of the world’s most influential design and lifestyle titles. PR Girl are responsible for co-ordinating all the press activity for Tent London – creating news stories, preview features and reviews in targeted magazines and newspapers around the world, ensuring that the journalists receive all the information they need on the show and its exhibitors.
Press Questionnaire Marvellous as they are, PR Girl can only generate press for you if they know who you are and what you are doing. It is vital that you complete and return your Press Questionnaire (Form 12) immediately and ensure that you have some decent high res. images of your exhibits.
Media Schedule As a guide below is our current press timeline for Tent London 2012 to enable you to plan the submission of images and releases.
Month Target Media Example Media Titles
May Features in monthly magazines Living Etc, Elle Deco, Wallpaper, House & Garden, Homes & Gardens, World of Interiors, etc.
June News pieces in monthly magazines Living Etc, Elle Deco, Wallpaper, House & Garden, Homes & Gardens, World of Interiors, Frame, Selvedge etc.
July Features in national colour supplements and weekly magazines and monthly Trade press
Telegraph, Times, FT, Guardian, Style, Icon, idFX, FX, OnOffice, Blueprint, etc.
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August News and product placement items in national colour supplements and weekly magazines
Telegraph, Times, FT, Guardian, Sunday Times, Design Week, AJ, etc.
September
Deadline for London newspaper features Metro, Evening Standard, Local papers such as Hackney Today, Eastend Life, Wharf, Islington Gazette, etc.
Key websites and blogs to be targeted with details of activity and spokespeople
Core77, Dezeen, Designboom, Design Milk, Lifestyle.etc, Design Sponge, Mocoloco, etc.
On-site Press Office There will be a fully functioning Press Office at the show, where you should display copies of your press packs. Some exhibitors are large and more established companies than others, so what each of you will supply will differ a little. But here are the basics:
• Press Release It is hard to estimate how many releases we will need from each exhibitor, as some of you will naturally be more ‘press friendly’ than others, so this is a rough figure. There are plenty of copying shops nearby, so you can always bring a hard copy with you and get some extra printed if you run low. Please supply us with approx. 50 copies.
We are going to be limited to how many we can comfortably hold in the Press Office, so we suggest that you give us approx. 20 to start with. It is then your responsibility to pop into the Press Office each day to check if you need to replenish. The remainder of your releases should be kept on your stand, as you may like to personally give some to the press, rather than hope they remember to pick one up from us.
• Hard Copy Images It is key that your press release can be supported by some hard copy images. Postcards are always a good, affordable option. Make sure your contact details are included, as the images may become separated from the press release.
More established companies might wish to supply us with brochures. Quantity required will be the same as the press releases.
• CD Images We will use some of the images you have supplied us with, to produce a Tent London press CD for a general overview of the exhibition. Deadline for this CD: Thursday 6 September. If however you want to supply us with your own CD’s for the Press Office you can. These should be delivered along with your press release to the press office on Wednesday 19 September.
PLEASE NOTE: THIS IS JUST WHAT WE REQUIRE IN THE PRESS OFFICE AND DOESN’T INCLUDE PROMOTIONAL MATERIAL YOU WILL NEED FOR YOUR STAND.
When to get it to us Please ensure that any of the above is given to us packaged and clearly labelled with your name, company and stand number. You can deliver to the on-site press office between 1400hrs and 1800hrs on Wednesday 19 September.
The Press Office is located in Hall T2 (first floor), Tent London.
You will need to collect any unused press material from the press office on Sunday 25 September between 1730hrs and 1900hrs. Any literature that remains in the Press Office after these hours will be destroyed.
It is also advisable to keep copies of your press packs and images of your products on your stand for when the press visit you during the exhibition.
If you need any help or advice, please do not hesitate to call David Gorrod or Michelle Town on +44 (0)1273 722469 / +44 (0)78 1069 7792 or email [email protected]
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DELIVERY & REMOVAL OF GOODS Stands & Galleries Delivery of Stand Fitting & Exhibits ‘Galleries’ exhibitors may commence build on Monday 17 September from 0900hrs Shell scheme exhibitors at Tent London and Super Brands London may start delivering exhibits from 1200hrs on Tuesday 18 September. A delivery schedule will be issued in late August. Space only exhibitors at Tent London may commence build on Monday 17 September from 1200hrs Space only exhibitors at Super Brands London may commence build on Tuesday 18 September from 0800hrs A delivery schedule will be issued in late August. Delivery space is limited and it may be necessary to stagger vehicle deliveries. To ensure an efficient build up please notify your transport drivers that marshalling will be in operation. Vehicles will have a maximum of 40 minutes to unload. Once vehicles are un-loaded they must be removed.
There are two car parks at the Truman Brewery where vehicles may park after unloading. One is Brick Lane Car Park (capacity for 250 cars) on Brick Lane and the other is on Hanbury Street (capacity for 80 cars). The easiest way to get to Hanbury Street is by coming down Commercial Street as Brick Lane is a One Way street (see map on page11). Both car parks are outside the congestion charge zone.
View the Congestion Charge zone/boundary, http://www.tfl.gov.uk/roadusers/congestioncharging/6709.aspx
Brick Lane Car Park Parking is available on a first come first served basis. Parking charges are (correct as of June 2012)
DAY RATE - 7am to 7pm; NIGHT RATE – 7pm to 7am Large Vans and Bus per day: 30 ft and over £80 + £30 overnight 25 ft and over £60 + £20 overnight 20 ft and over £40 + £15 overnight Under 20 ft £30 + £10 overnight Small vans £20 + £10 overnight Cars £12 for the day and £6 overnight
Tent London is on the 1st floor of the Old Truman Brewery, F Block (Halls T1 – T5) There is only one lift - dimensions: 1320mm opening width, 2000mm height of opening, 1850mm depth. For deliveries please use the service area ‘Ely’s Yard’ off Hanbury Street. You are advised to use the stairs whenever possible. Super Brands London is on the ground floor of the Old Truman Brewery, F Block. Please note that: a. A representative of your company MUST be present to sign for any deliveries to the Truman Brewery – for security
reasons the Organisers are not able to sign for deliveries on your behalf. b. Deliveries on the last day of Build Up, Wednesday 21 September are restricted to dressing materials and exhibits – not
stand-fitting materials. c. Deliveries on the opening morning will be restricted to small items only. Exhibits are to be delivered by Wednesday 21
September. If you have any queries regarding build up, please contact: Nadine Alizade +44 (0)79 5622 5883, [email protected]
Deliveries During Open Hours If you need to deliver goods to stands between Thursday 20 and Sunday 23 September, please arrange this through the Organiser’s Office. Access is possible only between 0800–0930hrs and 2000-2030hrs Thursday 20 to Sunday 23 September. Please note that any re-stocking done during exhibition open hours will be strictly limited to hand carriable goods only.
Exhibitor’s Name (& contact mobile number) Exhibitor’s Company & Stand Number Tent London *OR* Super Brands London F Block Truman Brewery Ely’s Yard 15 Hanbury Street London E1 6QR
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Maintenance of Stands All necessary maintenance of stands should be carried out each morning, prior to the opening at 1000hrs (1100hrs on Sunday), as it is not possible to do this during the open hours of the exhibition. If you wish to carry out maintenance work after the exhibition closes at night, please advise the Organiser’s Office no later than 1400hrs on the same afternoon to allow arrangements for the admission of contractors and provision of lighting. Any charges incurred for such arrangements will have to be absorbed by the exhibitor.
Break Down / Removal of All Exhibits & Stand-Fittings We recommend you remove your exhibits half an hour after the exhibition closes on Sunday 23 September.
Please note that all Shell Scheme stands must be cleared by 2200hrs on Sunday 23 September to allow for the overnight and early morning dismantling of these stands.
All exhibitors are advised to remove exhibits from stands by 2200hrs on Sunday. Should this not be possible then it is important that you inform the Organisers and Security who will help you make special arrangements to safeguard your property. Any portable exhibit that cannot be removed during this period should be left with the Security Office. All vehicles must report to Ely’s Yard on Sunday 23 September where they will wait to be marshalled over to the Brewery for the removal of exhibits and stand fitting. Please note that the break down will not commence until all visitors have left the hall, which will take approximately 30 minutes. Please note: Vehicle & Forklift access to Ely’s Yard from 1900hrs ONLY. Exhibits can be walked off site from 1830 hrs.
A breakdown schedule for exhibitors requiring use of the lift and/or an allocated vehicle space to load in Ely’s Yard after 1900hrs will be provided with details and a time slot on the Saturday.
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MAP FOR DELIVERIES TO TRUMAN BREWERY
When making deliveries during Build Up / Break Down, vehicles MUST approach the venue via Commercial Street (A1202), as Brick Lane and Hanbury Street are one-way roads. Delivery Address: Tent London/Super Brands London F Block Truman Brewery Ely’s Yard 15 Hanbury Street London E1 6QR * Please note: The Delivery Address is different from the Visitor Address (page 12).
Google ‘Street View’ of Delivery Entrance
View Google Map Street View: http://goo.gl/maps/HFbU
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VISITOR MAP The Visitor Entrance to Tent London & Super Brands London is Old Truman Brewery, Hanbury Street, London E1 6QR.
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STAND INFORMATION TENT & SUPER BRANDS LONDON
Tent London - Shell Scheme Stands All Shell Scheme stands are faced with 6mm MDF and painted in a matt white finish. If you are exhibiting in Hall T1, the panels used to build the stands will be 9ft (2.74m) in height. Stands in all other halls will be built from 8ft (2.5m panels). If you are making bespoke furniture to fit into your stand or producing graphics, then please contact Natalie Williams at So Group Ltd [email protected] who will be able to supply exact internal dimensions. There will be no fascia to your stand. Your stand name and number will be produced in upper case black vinyl text and positioned vertically to the side wall of each stand. Please allow for a 300mm wide x 2m high clearance down on the outer edge of the wall for the display of your stand name and number. Any on-site alterations to stand names will incur a £25 charge, payable on-site. Shell Scheme stands include black carpet, stand name and number and walling. Please see diagrams on the following page. Please note that lighting and electrics are NOT included in the cost of the stand and must be ordered separately at an additional cost. Please contact Natalie Williams at So Group Ltd [email protected] if you wish to hire suitable light fittings, see Form 5 & 6 with this manual. Exhibitors may wallpaper their walls with water soluble paste, but must remove all wallpaper entirely at the end of the event to avoid a £45 per linear metre damage charge. Exhibitors who are wallpapering their stands must report to the organiser’s office before leaving the exhibition to discuss the condition of their walls. Leaving without doing so means the organiser’s position on the condition of the walls is final. Please visit the organiser’s office before leaving.
Please advise Nadine Alizade, Operations Manager prior to the event if you intend to wallpaper your shell scheme stand walls. Details are also required to be included in your risk assessment.
Exhibitors may paint their shell scheme stand walls an alternative colour to the white walls supplied. Only water based emulsion paints are permitted. Please advise Nadine Alizade, Operations Manager prior to the event if you intend to paint your shell scheme stand walls. Details are also required to be included in your risk assessment.
Tent London - Traditional Shell Scheme Shell Carpet Black carpet Walling White 9ft/2.74m high walls in T1 and white 8ft/2.5m high walls in all other areas Stand Name Your company name and stand number will be produced in black vinyl text and applied to the side wall
of your stand. Please complete Form 4. Fixings You can fix items to the stand walls using nails, screws or hooks and chains. Please do not drill. If you are unsure at all and would like advice, then please contact Please contact Natalie Williams at So Group Ltd [email protected] Any panels with holes drilled larger than screw holes will be charged at £80 per panel.
Tent London - Carpet / Floor Covering The Halls have a polished concrete floor and Shell Scheme stands will be supplied with black carpet. If you would prefer to have grey vinyl as the floor covering on your stand, please complete and return Form 9. There will be a charge for the grey vinyl.
Super Brands London – Shell Scheme / Floor Covering All Super Brands London Shell Scheme stands will have white vinyl floorcovering. There will be fabric screen panels between stands where indicated by a dotted line on the floorplan. The fabric screens will hang 750mm off the floor. Aisle carpet will be black.
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Diagram - Tent London Shell Scheme Stands Stands in Hall T1 will be 9ft (2.74m) high
Stands in all other Halls will be 8ft (2.5m) high
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All Space Only Stands Space Only means no walls, no carpet and no electricity. This gives you the opportunity to build your own stand from scratch. There are some rules to this, the most important of which are: that your stand cannot be higher than 4m and that you must not have a run of walling longer than 50% of any open side of the stand. Do not assume that there will be a wall between you and your neighbouring stand; make sure you build one.
Any exhibitors requiring overhead lighting, or space only stands without full height walls, need to order rigging points to enable the fixing of lighting tracks over their stand (or come up with a clever solution yourself!). Please contact Rob Fitzgerald or Conrad Ryan at Outback Rigging Ltd [email protected] or [email protected] regarding any rigging /suspension requirements through Form 11.
Electric sockets and fitting to be ordered through Form 5: Power & Lighting Connections & Packages’ and ‘Form 6: Power & Lighting Grid Plan’. Please ensure you have a wall or solid surface for these to be attached to. For any electrical mains only requirements, please contact Natalie Williams at So Group Ltd [email protected]
Space Only Stand Proposal/Plans All Space Only exhibitors must supply the Organisers with two sets of drawings showing the proposed layout of their stand, showing all dimensions in both layout and elevation by the 10 August 2012. Nadine Alizade will confirm stand design approval to each exhibitor. Stand construction will not be allowed without the submission of stand plans. Please note that the minimum height for archways, entrances or ceilings is 2.4m. You are not permitted to build over aisles.
Failure to Submit Plans Space Only stands that fail to provide an adequate plan/design for their stand will not be allowed to fulfil the option of a Space Only stand and will be assumed to be taking shell scheme.
Shared Walling Please remember that Space Only stands are NOT provided with a walling to divide neighbouring stands. If a Space Only stand backs onto another Space Only stand, exhibitors must construct a wall of at least 2.75m to the satisfaction of the Organisers. The back and edges of all Space Only stands must be properly finished and dressed to below 2.75m, the height of the Shell Scheme.
Platforms The Organisers request that stands limit platforms to a height of 80mm. It is now a legal requirement that all disabled people must be given the same opportunities as able-bodied persons. This includes the ability to attend exhibitions and look at any of the exhibits. We would ask that you ensure that your stand and exhibits are easily accessible to those disabled visitors with wheelchairs and that all signage is as clear as possible for those with limited sight. Any stand with a platform should provide an appropriate access ramp.
Risk Assessment & Method Statement For Health & Safety reasons, all Space Only exhibitors or their contractors are required to carry out a Risk Assessment for their stand. This must include the Build Up, Open and Break Down periods and must fully assess any risks to your staff and contractors, other exhibitors and contractors, Organisers and hall staff working or visiting the Halls in these periods. It must also include any risks to the public during the open period. These must be submitted to the Organisers by 10 August 2012 along with stand plans. A suggested format is enclosed in the Compulsory Forms section of this manual, see Form 2.
Timber Used in Stand Construction and Displays Timber under 25mm thick used in stand construction and displays must be impregnated to Class 1 Standard. Boards, plywood, chipboard, etc must be treated in the same way if they are less than 20mm thick. Timber over 25mm thick does not need be treated. Treated boards will have the BS (British Standard) 476 Class 1 marked on them. MDF can be any thickness.
Plastics Plastics must conform to BS476-Part 7 / Class 1. Lexan and Macralon are acceptable. Perspex must not be used. Polycarbonate is widely used for clear sheeting.
Fabrics Textile fabrics used for interior display purposes on the stand must be flameproof or already treated with an approved chemical when purchased, in accordance with BS5438. Certain fabrics such as wool, twill, or felt do not need to be flame proofed. Textile fabrics used for interior decorative purposes within stands must be fixed taut and/or in light pleats (not draped) to a solid backing and secured 80mm above floor level, not touching light fittings.
Stand Dressing Cellulose paints are flammable and must not be used. Only water-based paints are acceptable. Vinyl or plastic sheeting must comply with BS5438. Fire extinguishers will be provided by the Organisers and placed on stands as required by the Fire Officer. You must ensure that stand personnel are conversant with their use. All staff must also be aware of the nearest fire alarm and emergency exit to their stand.
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All Stands When Considering Stand Design If exhibitors need to store personal items during the open hours of the exhibition, storage must be considered when designing the stand. There are NO cloakroom facilities available on-site. Gangways/Aisles The gangways/aisles used in this venue are the minimum width permitted by Health & Safety Regulations. Under no circumstances can exhibits, stand dressing, tables, etc be allowed to encroach into gangways/aisles. Please remember to keep all your exhibits inside your stand at all times. Exhibitors are not permitted to place chairs to sit in the aisles/gangways. Café / Bar furniture must not be removed for their areas and used as exhibitor seating during the event. Exhibitors will be charged the market rate for such furniture if found on their stands. If Exhibitors need to rest their legs, they must do so on their stand or take a break in the areas provided i.e. bar/cafe, roof courtyard, etc. Stand Designer & Contractor The choice of stand designer or contractor is at your discretion. However, they will need to order contractor and vehicle delivery passes by 10 August 2012. Please complete Form 3 and return to Nadine Alizade.
Lighting & Power There will be general hall lighting in the venue but lighting is very important and makes all the difference to stand design. Please see Compulsory Forms 5 & 6 at the rear of this manual to order your electrical requirements. Should you need any further advice, please do not hesitate to contact SO Simple at [email protected]
Any exhibitors requiring overhead lighting, or space only stands without full height walls, need to order rigging points to enable the fixing of lighting tracks over their stand. Please contact Rob Fitzgerald or Conrad Ryan at Outback Rigging Ltd [email protected] or [email protected] regarding any rigging /suspension requirements, see Form 11. Electric sockets and fitting to be ordered through ‘Form 5 & 6: Power, Lighting & Lighting Grid Plan’. Please ensure you have a wall or solid surface for these to be attached to. For any electrical mains only requirements please contact Natalie Williams at So Group Ltd [email protected]
Ordering Your Power When ordering socket outlets it should be noted that all appliances have varying power requirements. Therefore, we recommend that you check the reference tag to assess its power requirements and to enable you to order the correct socket. Failure to do so can lead to blowing the fuse not only on your stand, but also on the block mains, leaving you and your neighbouring exhibitors without lights or power.
The use of 4-way units is permitted, provided that only one 4-way unit is used per socket and is subject to a maximum loading of 500w. Linking one 4-way unit to another is strictly prohibited. If you have any queries, please do not hesitate to discuss your requirements with Natalie Williams at So Group Ltd [email protected]
Sockets / Connections to Your Own Light Fittings You can use your own light fitting systems on your stands. It is your responsibility to ensure that the system, or any pre- fabricated wiring, complies with the EVA regulations and has been inspected and tested by a competent electrician prior to use. If you are planning to bring your own lights these must have a PAT Testing Certificate / Sticker. Before ordering the socket or connection for your own lights, please consider the following, to ensure that you order the correct supply: • When using lights on a track, add the total wattage of all the lamps together to give you the correct rated socket or
connection. • Individual light fittings can be pre-wired together prior to arriving at the Truman Brewery, provided this is done by a
qualified electrician. However, you should give careful consideration as to how you fix your fittings to your stand once they have been pre-wired. Again, add the total wattage of all the lamps together to give you the correct rated socket or connection.
• If your light fittings cannot be pre-wired, you will need to order an individual socket or connection for each fitting. Storage Please note that there are unfortunately no storage facilities available on the exhibition floor. Fire regulations prohibit the storage of boxes and packing cases, etc in areas on or behind your stand. You are strongly advised to bring your own trolley. Please remember that the exhibition is on the 1st floor of the Brewery and can only be accessed via a lift and stairs.
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Porterage Porterage is available for a minimum 2 hour call at £50 per man, thereafter £17 per man per hour. A 3 hour call is £62 per man, thereafter £17 per man per hour. A 4 hour call is £68 per man, thereafter £17 per man per hour. If you would like to book Porterage Service, please complete and return order Form 10 to Nadine Alizade, Ops Manager. (Prices correct June 2012) Exhibition Waste & Rubbish Clearance All Exhibitors and Contractors are reminded that they are responsible for removing all their rubbish and stand-fitting waste (including all walling and flooring) from the Exhibition Hall. Bin and skip hire is available from Office and General Environmental Services Ltd. Distribution of Promotional Material You are reminded that all business, including the dispensing of literature and promotional material, must be conducted from your stand. Please note that material must not be attached to the fabric of the building. Drop Wires / Rigging Any exhibitors requiring overhead lighting or fittings, including space only stands without any full height walls, will need to order rigging points to enable the fixing of lighting tracks. Light fittings will then be attached to the track above the stand space. For any rigging/suspension requirements, please contact Rob Fitzgerald or Conrad Ryan at Outback Rigging Ltd [email protected] or [email protected] through Form 11. For the hanging of display lighting within stands with walls a batten can be ordered from Form 7: Stand Fitting Extras. Dilapidations Any damage or alterations made to the venue walls and or pillars (existing) etc, e.g. paint colour or holes in walls need to be rectified by exhibitors at their own cost and completed during the event breakdown. The Organiser’s will be making a photographic record of all alterations and will closely monitor and check all repairs to ensure they are of a high standard. Any damage not repaired or not sufficiently corrected will incur a high charge to the exhibitor. Exhibitors may wallpaper their walls with water soluble paste, but must remove all wallpaper entirely at the end of the event to avoid a £45 per linear metre damage charge. Exhibitors who are wallpapering their stands must report to the organiser’s office before leaving the exhibition to discuss the condition of their walls. Leaving without doing so means the organiser’s position on the condition of the walls is final. Please visit the organiser’s office before leaving.
Please advise Nadine Alizade, Operations Manager prior to the event if you intend to wallpaper your shell scheme stand walls. Details are also required to be included in your risk assessment.
Exhibitors may paint their shell scheme stand walls an alternative colour to the white walls supplied. Only water based emulsion paints are permitted. Please advise Nadine Alizade, Operations Manager prior to the event if you intend to paint your shell scheme stand walls. Details are also required to be included in your risk assessment.
Any panels with holes drilled larger than screw holes will be charged at £80 per panel. Exhibitors will incur charges for any damaged shell scheme panels. Please note: No holes may be drilled into the venue floor. Nothing can be fixed or attached to the venue ceiling unless through the official rigging contractor.
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A-Z DIRECTORY OF SERVICES Access Tent London is on the 1st floor of the Old Truman Brewery. There is a lift for wheelchair users or anyone who is unable to take the stairs. Anyone requiring assistance should speak to Nadine Alizade, Operations Manager pre-event or a member of the security team on-site. Admissions Policy Tent London is open from Thursday 20 September to Sunday 23 September (4 days) to both trade, public and student visitors. Exhibitors will be notified by email when Online Registration System is live on the website.
Trade Visitors Trade visitors can attend Tent London for free by registering online at www.tentlondon.co.uk/visit before 14 September 2012, saving the £10 admission fee. The Registration System will issue an E-ticket which will be emailed to Trade members. This must be printed out prior to attending the exhibition and will be exchanged on the door for a wristband. This wristband will allow repeat access to the exhibition on all 4 days, but is not valid for the attendance of private events that occur on-site. Any visitor who does not register as Trade, buy a ticket prior to the 14 September at www.tentlondon.co.uk or does not bring their printed E-ticket with them will be charged an admission fee of £10.00 on the door. This policy will be strictly enforced, as there will be no registration facility on-site. Public & Student Visitors Public and Student visitors can purchase discounted tickets online for £8 at www.tentlondon.co.uk/visit before 14 September 2012 or on the door for £10. Visitors who purchase tickets online will receive an E-ticket, which must be exchanged for a wristband on the door. Wristbands will allow repeat access to the exhibition on all 4 days but are not valid for the attendance of private events that occur on-site. Children Children under 16 are welcome to visit Tent London but must be accompanied by an adult. Under 5’s are free, 5 – 16 years are £5. Due to the nature of the venue, visitors with children will be advised that it is not suitable for pushchairs as there are a number of staircases and there are no crèche facilities. Visitors will be further advised that due to the value and delicate nature of some of the objects on display at the exhibition, children of all ages must be closely supervised. Please note: Children are not allowed on-site during the Build Up and Breakdown periods of the Exhibition for Health & Safety reasons.
Visitor Promotion We will be providing all exhibitors with Promotional Flyers to mail to their clients. You can have as many as you like. Simply fill in the Form 8 and return in before 10 August 2012. Please note: If you do not wish to direct mail/post them to your clients, a digital copy of the flyer will be available online at www.tentlondon.co.uk/downloads
In addition, trade and public flyers will be distributed via mailing lists, as inserts in trade and consumer publications, and through leaflet distribution in key cultural and retail sites around London. Banking Facilities The nearest bank is Barclays Bank on the corner of Brushfield Street and Commercial Street. From Commercial Street, turn left and the bank is on the right hand side on the next corner after Spitalfields Market.
Barclays Bank 99 Commercial Street Spitalfields London E1 6FN
Car Parking There are two car parks at the Truman Brewery where vehicles may park after unloading. One is Brick Lane Car Park (capacity for 130 cars) on Brick Lane and the other is the Truman Car Park on Hanbury Street (capacity for 80 cars). The easiest way to get to Hanbury Street is by coming down Commercial Street as Brick Lane is a one-way street. (See map on page 11).
Both car parks are outside the congestion charge zone. View the Congestion Charge zone/boundary, http://www.tfl.gov.uk/roadusers/congestioncharging/6709.aspx
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Parking is available on a first come first served basis. Parking charges are (correct as of June 2012)
DAY RATE - 7am to 7pm NIGHT RATE – 7pm to 7am Large Vans and Bus per day: 30 ft and over £80 + £30 overnight 25 ft and over £60 + £20 overnight 20 ft and over £40 + £15 overnight Under 20 ft £30 + £10 overnight Small vans £20 + £10 overnight Cars £12 for the day and £6 overnight Catering There will be a Café and Bar available in T1 Hall and G5 within the venue during the exhibition open period. The Café will also be offering a pre-order lunch facility for exhibitors, allowing exhibitors to pre-order their lunch each day during the exhibition open period. For further information, please contact David Beverley at Moving Feast on + 44 (0)78 0943 8893.
Children Children under 16 are welcome to visit Tent London but must be accompanied by an adult. Under 5’s are free, 5 – 16 years are £5. Due to the nature of the venue, visitors with children will be advised that it is not suitable for pushchairs as there are a number of staircases and there are no crèche facilities. Visitors will be further advised that due to the value and delicate nature of some of the objects on display at the exhibition, children of all ages must be closely supervised. Please note: Children are not allowed on-site during the Build Up and Breakdown periods of the Exhibition for Health & Safety reasons.
Cleaning Daily stand cleaning is included in the cost of the Shell Scheme stands. Space Only stands will be cleaned at the beginning of the event, but not during the open period. Space Only exhibitors must book their own stand cleaning on subsequent open days. Where night sheets/fabric screens are used, the keys should be left with the Security Office to allow early morning cleaning For safety reasons, gangways must be left clear for passage and not obstructed in any way. For special cleaning requirements, i.e. skip hire or wheelie bins contact Nelson Vargas at Office and General Environmental Services Ltd.
Contractors and Stand Designers You may employ the Stand Contractor or Designer of your choice for all areas of your stand or gallery space; except Shell Scheme (and additions to shell scheme) for which the official contractor is the SO Group Ltd.
If you are employing a Contractor to build your stand, it is essential that your contractor is fully aware of his or her responsibilities under all relevant Health and Safety legislation, as well as the Rules and Regulations, relevant forms and deadlines. Either forward all relevant information or contact Nadine Alizade, Operations Manager who will be happy to send it to them on your behalf.
Electrical & Lighting Information The official electrical contractor for Tent London is SO Simple Ltd. It is important that every stand requiring lighting or electrics should contact them at the earliest opportunity with their electrical requirements for the Exhibition. To order your electrics, please complete the compulsory Forms 5 & 6 at the back of the manual by 10 August 2012.
If you are bringing any electrical equipment that needs to be plugged into a socket i.e. Cash tills, Lights, Cabinets – these need to be PAT Tested. If you have them tested in advance they will have a PAT Testing sticker and certificate which you must bring to exhibition the on-site electrician. All brand new goods in the packet (or proof of purchase in the last 12 months) will not require testing. Extra-low voltage (=less than 50Vac or 120Vdc) e.g. most laptops and phones which are in good condition do not require testing, but the transformer/charger needs to be PAT tested. If your electrical equipment has not been tested in advance or you do not have the certificates to bring with you, you must contact Natalie Williams at So Group Ltd [email protected] or see Form 5 & 6.
First Aid The First Aid contact on site will be located in the Security Office, next to the Organiser’s Office in Hall T1, Tent London.
Furniture We have appointed Thorns Group as Tent London’s furniture contractor this year. Please see the following link to view their website brochure http://www.thorns.co.uk/docs/Events_Brochure.pdf
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The suggestions below are a few of the hotels within close proximity to the venue. We recommend that you book as early as possible as the hotels can get booked up very quickly.
City Hotel Express By Holiday Inn London City Tune Hotel 12-20 Osborn Street 275 Old Street 13-15 Folgate Street London E1 6TE London EC1V 9LN London E1 6BX T: +44 (0)20 7247 3313 T: +44 (0)20 7300 4300 E: [email protected]
Aldgate East Old Street Shoreditch High Street Crowne Plaza London Shoreditch The Hoxton Hotel 100 Shoreditch High Street 81 Great Eastern Street London E1 6JQ London EC2A 3HU T: +44 (0)20 7613 9800 T: +44 (0)20 7550 1000
Old Street / Liverpool Street Old Street Hotel IBIS London City Andaz Liverpool Street (Hyatt) 5 Commercial Street 40 Liverpool Street London E1 6BF London EC2M 7QN T: +44 (0)20 7422 8400 T: +44 (0)20 7961 1234
Aldgate East Liverpool Street Insurance Whilst we take every precaution to protect your property during the event, we are not responsible for any loss or damage; therefore all exhibitors at Tent & Super Brands London must have insurance cover relating to their participation at the event. In addition, under the Terms of your Exhibition Contract you are responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. All Exhibitors shall take out and maintain at all times Public Liability Insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £2,000,000 sterling (or its equivalent) the Organiser shall be entitled to inspect the exhibitor’s Public Liability Policy, which exhibitors shall make available on request. Please refer to AEO website to choose from recommended insurers – www.aeo.org.uk
Lifting Tent London and Super Brands London will have an on-site forklift service available for the unloading and reloading of vehicles. No trolleys will be available and you are strongly advised to bring your own trolley. LPG / Compressed Air No LPG will be allowed in the halls without the exceptional permission of the Organisers. Please contact Nadine Alizade, Operations Manager if you have any queries.
Music / Entertainment Please ensure that music and commentary for demonstrations, videos, presentations, etc are kept at a level that will not interfere with neighbouring stands. Remember if you intend to play copyright music on your stand during the exhibition, you will need to apply for a licence. Please contact Nadine Alizade, Operations Manager for details.
Organiser’s Office The Organiser’s Office will be located up the stairs half-way down the T1 Hall.
PA System Public announcements will only be made on the public address system in the event of an emergency. To comply with Health and Safety regulations and to maintain an environment conducive to selling, the Public Address System cannot be used for any other reason. Passes In the interests of security, all Exhibitors and Contractors must wear identity badges provided by Nadine Alizade at all times during the Build Up, Break Down and Open Periods of the Exhibition. Security staff will not allow you or your staff to enter the exhibition without a valid pass. Exhibitor Passes Exhibitor Passes that allow admission to the exhibition hall for the duration of the event can be collected from the Organisers office on arrival. Please complete and return Form 3 by 10 August 2012. Exhibitors’ are kindly asked NOT to provide family and friends’ with Exhibitor Passes. This is prohibited as it affects the venue capacity restricts key industry contacts, trade and public visitors from gaining speedy entry to the exhibition. Family
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and Friends who wish to attend must purchase tickets online, at the event. Alternatively, complimentary tickets allocated to each exhibiting company can be used, but it is obviously preferential that these are given to clients. Contractor Passes Contractor Passes are valid during Build Up and Break Down only and can be collected on-site. Complete Form 3 for Contractor Passes by 10 August 2012. To have a copy of this manual sent to your Contractors, please email your request along with the contractor’s name and email address to: [email protected] Vehicle Passes These are required for vehicle unloading / loading access during Build Up and Break Down. They do not entitle you to vehicle parking. Vehicle Passes will be emailed to you together with your delivery timeslot before the exhibition. Please complete and return Form 3 to Nadine Alizade by 10 August 2012. Each vehicle has a maximum of 40 minutes free parking to unload. After unloading vehicles may park in the car parks nearby – Parking is available on a first come first served basis and parking charges apply, see ‘Car Parking’ page 20. Private View / Party Tent & Super Brands London Party is on Thursday 20 September from 2000 - 2300hrs. This is your chance to relax and have a drink with us. Tent London will invite VIPs, Press and other guests. The Exhibition will close at 1900hrs and all visitors will be asked to leave the Hall. Exhibitors are asked to remain in the Hall. Each stand has an allocation of invites and drink vouchers. These will be distributed on-site during Build Up from the Organiser’s Office and given at the same time as Exhibitor passes. These must be signed for by a member of your staff on collection. The invites are for yourselves and the guests you would like to invite. If you wish to have your allocation of invites posted to you before the event, please email [email protected] before 10 August 2012.
During the Party, we advise you to keep one person on your stand until 2300hrs to talk to the Press and other guests.
For security reasons, any Exhibitor that leaves the building during the Party hours (2000hrs – 2300hrs) must have a ‘complete’ invite to re-enter the building. Exhibitor Passes will not gain you or your staff entry to the building during Party hours (2000hrs – 2300hrs). Please communicate this to all staff working on your stand.
Public Transport
Rail and Underground
Liverpool Street Station (Central, Metropolitan, Circle, Hammersmith & City lines and National Rail services) Walking: 10mins
Aldgate East Underground Station (District, Hammersmith & City lines) Walking: 7mins
Shoreditch High Street Station (East London line) Walking: 6mins
Buses West End to/from: 8, 55, 242 East London to/from: 8, 26, 48, 55, 57, 242 South London to/from: 35, 47, 48, 78, 149 The City to/from: 8, 26, 55, 242, 243, 388
For 24hr London travel information, contact +44 (0)20 7222 1234 or visit www.tfl.gov.uk Press Office & PR Please see the Marketing information section on Page 7. Rigging For any rigging/suspension requirements, please contact Rob Fitzgerald or Conrad Ryan at Outback Rigging Ltd [email protected] or [email protected] through Form 11. Rubbish & Stand Clearance All Exhibitors and Contractors are reminded that they are responsible for removing all their rubbish from the exhibition hall. Please contact Nelson Vargas at Office and General Environmental Services Ltd for costs of bin and skip hire.
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Security Whilst every reasonable precaution is taken during the exhibition to ensure the premises are adequately patrolled, the Organisers expressly disclaim responsibility for any loss or damage to property of any exhibitor from any cause. It is essential that you report any loss sustained from your stand to the Security Office. To help ensure good security at the exhibition, please follow these points: • Delegate one member of your staff to be responsible for your company’s security at the exhibition. • Do not leave cash, handbags, mobile phones, valuables, etc in unlocked drawers, cupboards or on exhibits on your stand. • Fabric screens/night sheets are available from SO Simple. • Please note that build up and break down days are high-risk periods. You are recommended to work in pairs so that the stand is manned at all times. • Make sure you arrive prior to the official opening time and do not leave your stand at night before the hall is clear of visitors. • Should you have small valuables that you wish to leave on your stand, you are advised to arrange lockable steel cabinets or other safe storage areas. Storage & Porterage Please note that there are unfortunately no storage facilities available on the exhibition floor. Fire regulations prohibit the storage of boxes and packing cases, etc in areas on or behind your stand. You are strongly advised to bring your own trolley. Please remember that Tent London is on the 1st floor of the Brewery and can only be accessed via a lift and stairs. There are NO cloakroom facilities available on-site. If exhibitors need to store personal items during the open hours of the exhibition, storage must be considered when designing the stand. Porterage is available for a minimum 2 hour call at £50 per man, thereafter £17 per man per hour. A 3 hour call is £62 per man, thereafter £17 per man per hour. A 4 hour call is £68 per man, thereafter £17 per man per hour. If you would like to book Porterage Service, please complete and return Form 10.
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HEALTH & SAFETY General Under Health & Safety legislation, exhibitors and their main contractors are responsible for all activities that take place on their stand throughout the event and any actions that could affect others not on their stand. This includes providing Risk Assessments and Method Statements, as well as the briefing, communicating to and controlling of all sub-contractors who work on their stand. Tent London and Super Brands London are committed to providing, maintaining and promoting, so far as is reasonably practicable, the highest standards of Health, Safety & Welfare at events. All exhibitors and contractors are expected to ensure that they provide a safe place and system of work, as is their legal duty under HSAW 1974. Successful safety management requires the commitment, involvement and co-operation of all those on site at an event. Please note that you should complete and return the Health & Safety Declaration Form 1 by Friday 10 August 2012. Further information on Health & Safety is available from the Organisers on request. The following should act as general guidelines only. Do’s & Don’ts For ease of reference, please make sure that you have covered the following points, amongst other safety precautions that you will be taking: Do: • Make sure you and anyone operating your stand understands the fire and evacuation procedures and locations of the hall exits. • Make sure your contractor is a member of British Exhibition Contractors Association or another recognised trade association. • Ensure that any contractor working for you has a suitable and sufficient Health and Safety policy statement and good safety practices. You can obtain the details of the regulations from the Organisers. • Make sure that contractors are working safely and ensure they are trained and competent. • Working at height on ladders and scaffolding must be done in a controlled and safe manner. • Time constraints are no excuse for not adhering to safety standards. • Drive with due care and attention around the exhibition hall. Do ensure that operators are fully trained and properly certified on the equipment being used. • Ensure that measures are taken to minimise the impact of your operations on the environment. • Treat all cables as though they were live. • Make sure an I.E. qualified electrician carries out all electrical work. • Ensure that all rubbish and packing from your stand is removed from the site. It must not be stored on or behind your stand during the exhibition. • Make sure that hazardous waste is disposed of safely. Please note that fluorescent tubes contain hazardous materials. • Ask for permission to work late and provide adequate breaks for your contractors and staff. • Make sure that you are properly insured for the exhibition. Do not: • Do not use flammable materials in your displays. This includes plastic flowers, polystyrene etc. Some combustible materials may be acceptable if treated with the correct products. • Do not have overloaded or insecure displays. Stands and displays can be knocked by visitors and must be safe and secure. • Do not bring children into the halls during build up and break down. The halls are regarded as a place of work during these periods. • Do not overload trolleys - not only does this damage your exhibits but will make it difficult to move through crowded gangways and may cause injury to you or other people. • For safety reasons, all gangways must be kept as clear as possible at all times. In addition, we have designated
"emergency gangways" which may not be obstructed at any time. Exhibitor Checklist For Health & Safety • Ensure that all your staff and contractors have read and understand the Emergency Regulations that will be sent to you nearer the event. • Sign and return a copy of the Health & Safety Declaration Form 1 at the rear of this manual immediately. • At the tendering stage, ask to see your principal contractors Risk Assessment specifically designed for the unique exhibition environment. Ask for their staff training record, accident statistics, take up references, ask to see proof of previous work standards - in short, satisfy yourself that your contractors are reliable and competent. • Produce a Risk Assessment for your activities on site (and a Method Statement where applicable) and submit these to Nadine Alizade along with your stand designs, see Form 2. • Provide suitable training and information to your staff and contractors regarding the on-site risks in order for them to understand and fulfil their responsibilities. • Plan your time during Build Up and Break Down. Schedule a late working rota. • Review your findings after the exhibition to discover areas that need attention, where accidents occurred and take the appropriate action for the future.