Exhibitor Manual 28 to 30th Nov 2014

28th to 30th Nov 2014
Glasgow SECC
Exhibitor Manual
Build Up
Thursday 27th November
8:00 a.m. – 5:00 p.m.
Exhibitors will be allowed access at 8:00 a.m. to set up their stands. All stands must be
ready for inspection no later than 5.00 p.m. on Thursday evening.
It is not acceptable for any stands to be set up on Friday morning.
All exhibitors and staff must report to the Organisers office on build up day to
register. Deliveries must be delivered Thursday 27th Nov – no deliveries can be
made before this.
Show Opening Times
Date
Time
Friday 28th November
10:00 a.m. – 6 p.m.
Saturday 29th November
10:00 a.m. – 6 p.m.
Sunday 30th November
10:00 a.m. – 5 p.m.
All stands must be manned at least 15 minutes prior to doors opening to the public on each
of the three days.
Please note that it will not be acceptable for stands to be unmanned at any time during
opening hours. Exhibitors are required to ensure that stands are manned at all times –
cover must be provided for lunch breaks, etc.
No exhibitor stands may be removed before the exhibition closes on Sunday 30th
November. Contractors and Exhibitors will not be allowed to dismantle before 5 p.m.
or until the last member of the public has left the area as per the strict Health and
Safety guidelines set out by the SECC.
No children under the age of 16 are permitted in the hall during build up and
breakdown period.
For Build Up it is vital that once you have unloaded that you please move your
vehicle to the adjoining car park to allow other exhibitors to unload.
Breakdown – Please note the change in breakdown times and new rules
Date
Time
Sunday 30th November
5.00 p.m. – Midnight
Everything must be packed up and taken away on the Sunday night. If you have
arranged a courier, you must have it all packed up and labelled and couriers must pick up
before midnight on the Sunday night. No items can be left in the hall after this time.
Building of stands
If you have booked space only at the show and plan to build a stand, you must send us
each of the below, so that this can be passed on to the Health & Safety officer at the SECC
•
•
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a copy of the design,
method statement
risk assessment
Failure to do so could result in further issues at build up or not being able to set up at all.
Deliveries and collections for the show
Any deliveries must be made on Thursday 27th Nov only. The SECC can not take
delivery before this. Any deliveries during the show will be redirected to the Organisers’
Office. Collections and couriers must be made on Sunday 30th Nov 5pm to midnight.
Everything must be out of the hall on the Sunday evening. Nothing can be collected on the
Monday.
It is vital that you address any deliveries as below.
Your Name
Your Company Name
Stand Number
Your Contact telephone number at the show
C/o Leanne Thorpe, Organisers Office
Girls Day Out Show – Hall 4
Secc
Glasgow
G3 8YW
Insurance
It is in the interests of the Exhibitors to arrange their own contents insurance for the
duration of the Show. This insurance should cover all stock and personal effects on
stands. The event organisers will not be liable for any goods or valuables, which are lost or
stolen from stands.
Also each Exhibitor is responsible for their own Public Liability Insurance for the duration of
the show.
Please contact Marion Rankin at Hiscox Insurance for a competitive quote for either types
of Insurance.
Tel: 0141 339 7260
Email: [email protected]
Electrical
GES will carry out all electrical work in the Centre. Please check your order to what was
agreed at time of booking. Should you require additional electrical sockets or lighting,
GES will be pleased to assist. Please note that all requests for additional electrical work
should be submitted no later than 3 weeks prior to the event.
Furniture/ Shell Scheme Stands Extras
Furniture hire and extra fittings for the shell scheme stand, should you require it, is
available from GES (formerly Melville). They offer a complete range specifically for events
and exhibitions. Prices and furnishings and optional extras for shell stands can be found at
GES’s website. Please give at least 3 weeks notice for Shell Scheme additional fittings and
2 weeks notice prior to the event should you wish to hire any furniture.
Contact:
GES
Tel –
0141 332 9012
36 Corn Street
Fax – 0141 332 9027
Port Dundas
Web – http://globalexperiencespecialists.co.uk
Glasgow
G4 9LB
Official Hotel of the Show –
We are pleased to announce that we have managed to secure an allocation of rooms with
a special rate of £75 for twin use at the Campanile Hotel. This includes breakfast. Prices
are per room per night.
The hotel is located directly across from the SECC.
To book your room with the Official Hotel, you can use the below details:
Tel: 0141 287 7700
Email: [email protected]
When booking please quote "Girls Day Out Show" to receive this special price.
Credit Card Terminals
Mobile Credit Card terminals are available for short-term hire from Wireless Terminal
Solutions. The terminals allow you to accept secure credit/debit transactions at your stand
without the need for a fixed telephone line. Cost is £60 per terminal pus postage/collection
costs.
You must book your terminal by 17th November.
Wireless Terminal Solutions
Mead Lodge
1 Gables Way
48 Brighton Road
Burnstead
Surrey
SM7 1BW
Tel: 0845 459 9984
Email: [email protected]
www.wirelessterminalsolutions.co.uk
Audio Visual Hire
Plasma screens will be available to hire from MCL Scotland,
MCL Glasgow
Unit C Moorpark Central
Tel:
0141 425 2016
Fax:
0141 425 2017
40 Dava Street
Email: [email protected]
Glasgow
Web: www.mcl-av.com
G51 2BQ
Please note that all orders to MCL must be submitted no later than 1 week prior to the
event
Security
24 hour security will be in operation for the duration of the Girls Day Out Show. This
service will be provided by the organisers of the Show.
It must be pointed out, however, that although this security will be in place, it will be the
responsibility of the exhibitor to ensure that valuables are not left unattended on the stand
at any time as we cannot be held responsible for any losses incurred
Alcohol – Sampling or Selling
To be able to serve alcohol at the show, whether it is sampling or selling, each stand must
have a personal license holder present and must operate the Challenge 25 policy. You
must complete the Alcohol Request Form and return to the SECC for them to authorise.
This must be done before 17th November.
Drink Samples
Beer/Cider/Lager/Alcopops
Wine
Spirits
Soft Drinks
50ml
25ml
10ml
50ml
Failure to comply with the above will result in the SECC instructing you to stop
serving. This must be adhered to for all 3 days of the show.
Serving food at the show
If you are a food retailer at the show, the RHC will require the following information from
you:•
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•
•
•
COSHH Risk Assessment
H & S Policy
Liability Insurance
Electric Certificate
Food Safety Risk Assessment
Car Parking
Exhibitors will receive one pass for the exhibitor car park but all other staff must use the
multi-storey. This is located 150 metres from the entrance to the hall, at the multi-storey
car park.
Car parking rates are:Monday to Sunday
1 hour - £3.50
12 hours - £7.00
13 hours - £10.50
14 Hours - £14.00
Visitors can either pre-pay after arrival or pay before exiting.
Waste
All areas must be left in a clean and tidy condition. Waste materials, e.g. brochures, flyers,
display materials, etc., must be removed from the area. It is essential that this stipulation is
adhered to as any costs incurred in removing abandoned items will be passed to the
Exhibitor.
The aisles and common areas within the hall will be cleaned and hoovered every evening.
Exhibitors will be responsible for ensuring that their own stands are cleaned and tidied to a
high standard at the end of each day. All stands must be prepared in readiness for the
next day’s business.
Treatments at the Show
If you are carrying out any type of treatment at the show please refer to the risk
assessment section on the website to upload the information we now require.
Glasgow City Council request the following information, as soon as possible with
the latest submission date 1 month before the show :•
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•
•
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Proof of public liability insurance
Certificates of training
Disclaimer form or questions that are given or asked to the customer before
treatment.
Confirmation of arrangements that are being put in to place by the exhibitor to
ensure personal hygiene
Risk Assessment
Confirmation of electrical safety of any equipment being used
Doctor’s registration number
Failure to provide the correct documentation may result in you not being able to
exhibit at the show.
Vehicles on display at the show
The following information that is applicable when exhibiting vehicles at the show:-The
exhibiting within the Premises of petrol fuelled vehicles or other petrol engined equipment
shall be subject to the following conditions: the fuel tanks of such motor vehicles must be
fitted with a locked cap and the fuel content must not exceed a quarter of the capacity of
the tank; and batteries on such vehicles must be disconnected on all terminals before and
throughout the time that the Public is admitted to the Premises.
Organisers Office
Any queries you may have during the course of the Show will be handled at the Organisers
Office. The staff in the Office will be happy to assist with any requests.
First Aid
First Aid points will be clearly signposted and all accidents, however small, must be
reported to the Organisers Office. First Aid personnel will be on hand throughout the Show
Floor covering
Carpeting will be fitted as standard on the shell scheme stands and also the aisles.
Literature Distribution
Promotional literature may only be distributed from the associated stand. Anyone who
distributes leaflets, etc., in any other area, in particular the entrances or aisles will be
contravening exhibition terms and conditions and will be asked to return to their stand.
Anyone who continues to flaunt this condition will be asked to leave the Show.
Exhibitor Passes
All Exhibitors must ensure that their staff wear Exhibitor Badges at all times during the
course of the Show, including set up and breakdown times. Exhibitor passes will be sent
out two weeks prior to the event and need to be exchanged for your weekend badge at the
Organisers Office on build up day. Please complete your requirements on the online
Exhibitor section at www.girlsdayoutshow.co.uk.
Public Address System
The public address system will be available for official announcements only; no ‘personal’
or promotional messages will be permitted.
Storage
Storage facilities are not available within the Scottish Exhibition Centre. Individual
Exhibitors will be responsible for arranging storage should this be required.
Internet Access
Internet is chargeable at the SECC. Please see below the 3 options and choose the
correct one for you.
Option 1 – High Bandwidth Internet Connection (Hardwire connection)
• Exhibitors can use the SECC’s Technical Services (see details below) to purchase hard
wire internet connections.
• This service allows for internet access, internet browsing, video streaming, and fast
download and is a hard wire connection. It is supported by the venue's IT Team.
• Charge for this is £306.41 + VAT for the 1st connection, and then £72.95 + VAT for
every subsequent connection. The above prices are valid from 1st April 2014 – 31st
March 2015.
Option 2 – Standard Wi-Fi (0.5Mb)
• All users will get 15 minutes of free Wi-Fi by supplying an email address.
•
After 15 minutes the standard Wi-Fi fees are as follows:
1 Hour
£2
24 Hours
£3.95
7 Days
£15
Note: Wi-Fi may not be suitable for large data transfer and therefore is not
recommended for use by exhibitors.
Option 3 – Enhanced Wi-Fi (1.5 Mb)
• Enhanced blanket coverage packages are available for the duration of the event and
are priced at £306.41 + VAT for the first connection and £72.95 + vat for additional
connections. This service allows for internet access, browsing and video streaming. It
is supported by the venue’s IT Team. The above prices are valid from 1st April 2014 –
31st March 2015.
All orders can be placed through Technical Services:
Technical Services Department
Tel: 0141 248 3000
SECC Ltd
Fax: 0141 226 3423
Glasgow G3 8YW
[email protected]
Note: Protocol for Rogue Wireless Networks
Unauthorised rogue Wi-Fi networks operating in the SECC are not permitted as this causes
significant disruption and interference. The Wi-Fi signal will automatically block all
unknown networks.
Map & Directions
The SECC is situated just off junction 19 of the M8 motorway, and is within five minutes
drive of the city centre and 15 minutes from Glasgow International Airport. It is also easily
reached by the other international airports, Glasgow Prestwick and Edinburgh International.
The SECC has its own railway station and bus terminal linking with Glasgow's public
transport system. For further travel information and Sat Nav directions please visit:
http://www.secc.co.uk/attend/how-to-get-here.aspx