Document 6550904

International Surgical Congress of the
Association of Surgeons of Great Britain and Ireland
Halls D & H
Harrogate International Centre (HIC)
Harrogate
29 April - 2 May 2014
www.asgbi.org.uk
Exhibitors Manual
All queries regarding the Exhibition should be directed to Janet Mills. The general
and technical information contained in this manual must be read in conjunction with
the Exhibition Stand Application and Contract Terms and Conditions and be
considered part of them.
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CONTENTS
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Return Date
Access/Delivery (Directions to Dragon Road on website)
APP/Congress Programme
Audio Visual (SLA form on website)
Banners/Hanging sign
Breakdown/Collections
Broadband/Wireless Internet Connection
(HIC form on website)
Build-up times
Catering/Bar Services (Kudos Catering form on website)
Compressed Air
Contractor Passes (form on page 15)
Delegate List
Delegate Registration
Editorial Entry - Congress Programme
Electrical Services (Supreme Exhibitions form on website)
Exhibitor Badges (form on page 13)
Exhibitor Passes (form on page 14)
Exhibitor Registration for Congress (form on page 17)
Fascia Nameboards (Hirex form on website)
Fire Precautions
Floor Covering/Carpet
Fork Lift (Onsite form on website)
Freight Forwarding (Onsite form on website)
Furniture (JMT Indisplay – link on website)
Height Restrictions
Hotel Accommodation (link on website)
Insurance
iPads for Congress
Internet access/telecommunications (HIC form on website)
Organisation
Opening Times
Parking
Photographer (Richard Kelly form on website)
Programme
QR Codes
Security/Traffic Control
Social Event (form on page 16)
Space Only Stand Drawings
Stand Cleaning
Shell Scheme Extras (Hirex form on website)
Standfitting Service/Details
Storage (Onsite form on website)
Telecommunications (HIC form on website)
Venue (see website for venue directions)
Vehicle Passes (form on page 14/15)
Water and Waste
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20 March 2014
10 April 2014
20 March 2014
10 April 2014
17 April 2014
17 April 2014
17 April 2014
31 March 2014
18 April 2014
18 April 2014
17 April 2014
10 April 2014
17 April 2014
17 April 2014
31 March 2014
18 April 2014
10 April 2014
17 April 2014
VENUE
The International Surgical Exhibition of the Association of Surgeons of Great Britain
and Ireland will be held in Halls D and H at Harrogate International Centre (HIC),
Harrogate, Tel: 01423 500500. www.harrogateinternationalcentre.co.uk
ORGANISATION
Janet Mills, ASGBI Exhibition Manager, will be on site in Harrogate from 08.00 hours
Monday 28 April 2014. Tel: 02392 570888
BUILD UP TIMES
The exhibition halls will be available to exhibitors and their contractors for stand
construction/dressing as follows:Floor Space Only Stands
Monday 28 April 2014
12.00-20.00 hrs
Shell Scheme Stands
Monday 28 April 2014
14.00-20.00 hrs
All stands must be complete and ready for the exhibition opening at 09.00 hrs,
Tuesday 29 April 2014.
OPENING TIMES
The Exhibition will be open at the following times:Tuesday 29 April 2014
Wednesday 30 April 2014
Thursday 1 May 2014
Friday 3 May 2013
09.00-17.00
08.00-16.30
08.00-16.00
08.00-14.00
18.30-19.30 Reception Hall H
17.30-18.30 Reception Hall D
17.30-18.30 Reception Hall D
BREAKDOWN/COLLECTION OF EXHIBITS
Breakdown of stands will commence after lunch at 14.00 hrs Friday 2 May, the
official closing time. Exhibits may not be removed from stands before that time. The
exhibition hall must be clear of all exhibitors, materials and standfittings by 22.00
hrs, Friday 2 May 2014.
N.B. Any packages still remaining at the close of business on 2 May 2014 will
be disposed of by HIC.
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ACCESS/DELIVERY OF EXHIBITS
Exhibitors and their contractors must first report to Dragon Road Vehicle Park (see
map/procedure instructions on ASGBI website).
Exhibitors will be required to advise their preferred time of vehicle access during the
build-up period. Please complete the Order Form on page 14/15 of this guide.
Traffic controllers will call vehicles to the appropriate exhibition hall as and when
space allows.
Early deliveries of goods to Harrogate International Centre, (HIC) cannot be made
before Monday 28 April 2014. Any deliveries prior to this date must be clearly
marked with the Exhibition name and date, exhibitors/company name and stand
number and sent directly to:Onsite Exhibition Services Ltd
The Events Suite, Bryant House
61-63 Wellington Road North
Stockport, Cheshire, SK4 1HS
Tel: 07974 223670
Email: [email protected]
All deliveries for Monday 28 April should be addressed as follows:Exhibitor Name
Stand Number
ASGBI Exhibition
Halls D or H, Harrogate International Centre (HIC)
King’s Road
Harrogate, HG1 5LA
Exhibitors must ensure there is someone to sign for any courier deliveries made
directly to the Venue. If there is no one present on the stand this day, our logistics
provision (Onsite) will accept the shipment and charge an onsite handling fee based
upon volume being received, Onsite will then deliver any items directly to the stand.
VEHICLE PASSES
All exhibitors’ and contractors’ vehicles including cars, must have a vehicle pass to
allow entry to the HIC for goods delivery or collection.
a) Exhibitor Vehicle Pass
Please complete the relevant Order Form on page 14 of this guide and return
it to the Organisers.
b) Contractors Vehicle Passes
Exhibitors using their own contractors for stand installation /design, should
pass on the relevant Order Form on page 15 of this guide for completing and
returning direct to the Organisers.
All passes will be sent in advance.
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EXHIBITOR/CONTRACTOR WORK PASSES
For security purposes all personnel entering the HIC must carry a pass which must
be produced on request by security officers.
a) Exhibitor Work Passes
Exhibitors must ensure that all personnel, including representatives attending
ASGBI, whether for build-up or breakdown, are issued with a work pass.
Please complete the Order Form on pages 14 of this guide. (These passes
are in addition to exhibitors lapel badges which will be issued by the
Organisers on site.
b) Contractors Work Passes
Exhibitors using their own contractors for stand installation/design
should pass on the Order Form on page 15 of this guide for completion and
returning direct to the Organisers.
All passes will be sent in advance.
EXHIBITOR BADGES
Exhibitor lapel badges must be worn by all stand personnel and be worn at all times.
These badges will be available for collection from the Exhibition Registration
Desk on arrival and will not be sent by post to exhibitors. Your staff will need
to exchange their work pass for a Lapel Badge. Please complete the Lapel
Badge Order Form on page 13 of this guide. Please note that children under the
age of 16 are not permitted in the exhibition hall at any time.
QR CODES
Each delegate will have a QR code on the back of his or her congress badge this
year. Scanning the QR code will allow download of the delegate’s name, institution
and contact email address. If exhibitors can ensure that their smartphones have a
QR code reader App on them, it should facilitate the process of recording thIs data
very simply and, we hope, prove popular with you.
PARKING
For satellite navigation, please use HG1 5LA.
The HIC has its own 210 space dedicated underground car park and parking costs
are as follows:Up to 3 hours - £4.00
Up to 6 hours - £7.50
Up to 12 hours - £11.50
24 hours - £13
A further 1,200 car parking spaces are available at the nearby Jubilee and Victoria
car park.
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STANDFITTING SERVICE/DETAILS
a) Shell Scheme
The appointed shell scheme contractors are:HIREX LTD.,
1 Lomax Street
Radcliffe
Manchester, M26 1PX
Tel: 0161 723 6100
Fax: 0161 723 4744
Any exhibitor requiring stand fitting services, whether it be for shell scheme or
space only, should contact Hirex Ltd. direct.
i.
A diagram including a full description of the “Click Modular shell scheme can
be found on the website.
ii.
Fixing to the shell walls should be carried out using Velcro tape or tabs
available for sale on site. For heavy fixing, exhibitors should consult the stand
contractor. Fixing with nails, screws, staples and glue etc. to the wall panels
is NOT PERMITTED. Any damage must be paid for.
iii.
Optional extras such as panelling, doors, shelves etc. are available using the
Hirex Extras Order Form on the website.
b) Space Only
i.
Space Only exhibitors are advised that no walls or stand fittings are provided
and they should make their own arrangements for stand building and
decoration. There is grey carpet on the floor in Hall H.
ii.
A technical drawing, including all specifications, together with a risk
assessment and method statement, must be submitted to Janet Mills
([email protected]) for approval by 17 April 2014. N.B. Please note
building height restrictions on next page.
iii.
No stand or display exposing an unfinished surface to neighbouring
stands will be permitted, nor many any solid wall of more than one third
of the total length of any elevation be erected on the perimeter of a stand
bordering a gangway which would impede the frontage or view from or
into a neighbouring stand.
iv.
Where stand walls, including towers, exceed 2.4 metres in height, they must
be suitably clad and decorated on the reverse side to the requirements of the
adjoining Exhibitor, but carry neither titles, devices, advertising matter nor
exhibits where the elevation overlooks the lower stand. No part of the stand
construction (including rotating signs) or any exhibits may protrude over the
gangways or neighbouring stands. Any inflatables must be included in the
stand plan. All lockable doors to store rooms, kitchens etc must have a vision
panel in case of emergency. Doors may not open onto the gangways.
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v.
Disabled Ramps. All stands built on a platform should have a ramp
incorporated into the design to meet the requirements under the Disability
Discrimination Act. Ramp edges must be clearly defined with a contrasting
colour or material, preferably high visibility.
FASCIA NAMEBOARDS (SHELL SCHEME ONLY)
Fascia nameboard requirements should be notified to the contractors, Hirex Ltd,
using the Order Form on the website by 31 March 2014.
FLOOR COVERING/CARPET
Light blue carpet will cover the hall floor. If a colour change is required, Hirex can
supply standard floor flats @ £20.00 per m2 or a raised platform at £25.00 per m2.
Either will need to be ordered and paid for in advance of build-up: +44 161 723 6100.
Please contact JMTIndisplay to change the carpet colour - £5.70 per m2.
Tel: 01923 851580
STAND IDENTIFICATION – SPACE
Exhibitors with floor space only sites are requested to ensure that their stand is
clearly identified with company name and stand number placed in a prominent
position.
HEIGHT RESTRICTION
a)
Shell Scheme Stands
No stand fitting, display or exhibit may exceed the shell scheme height of
2.40m.
b)
Space Only Stands
The maximum permissible height for building is 4m in Hall H and 2.9m in
Hall D.
BANNERS/HANGING SIGNS
Exhibitors wishing to use hanging banners or signs as part of their stand display
should contact the Exhibition Organiser, Janet Mills, in the first instance –
[email protected] or 02392 570888.
PHOTOGRAPHER
Exhibitors requiring the services of a photographer should complete Richard Kelly’s
order form on the website.
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ELECTRICAL SERVICES
The official electrical contractors to the exhibition are:-
SUPREME EXHIBITIONS LTD
10 Grange Gardens
South Norwood
London, SE25 6DL
Tel: 0208 653 2215
Fax: 0208 653 7013
All electrical connections must be made by Supreme. Exhibitors may provide their
own electrical fittings where such fittings are in the form of made-up units, complete
and ready for connection to the mains supply. Exhibitors’ equipment must confirm to
all current electrical and safety standards and appliances should be delivered to
stands complete with 13 amp square pin plugs BS No. 1363. Exhibitors must
arrange with their stand contractors for support battens if any lighting is required over
the centre of stand areas. Shell scheme exhibitors should complete the Hirex Order
Form for optional extras.
Stand Contractors ordering Mains Only
The new EVA and Health & Safety Regulations dictate that a full test certificate is
required by all venues giving readings for insulation and continuity. This is normally
performed by Supreme Exhibitions Ltd but must be completed by stand contractors
ordering mains only.
Please complete and return the Order Form for Electrical Services on the ASGBI
website direct to Supreme Exhibitions by 10 April 2014. Please note there are
no electrics supplied in the shell scheme package.
FURNITURE
The appointed furniture/carpet contractors are:JMT INDISPLAY LTD
Unit A, Ventura Park, Old Parkbury Lane, Colney Street
ST. ALBANS
Herts, AL2 2DB
Tel: 01923 851580
www.jmtindisplay.co.uk
Please note there is no furniture, including tables and chairs, provided with the
shell scheme package.
INTERNET ACCESS/TELECOMMUNICATIONS
Exhibitors requiring a telephone or Internet Access on their stand should complete
the HIC Order Form on the website.
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COMPRESSED AIR/WATER AND WASTE
Exhibitors wishing to use compressed air/water and waste as part of their stand
display should contact the Exhibition Organiser, Janet Mills, in the first instance –
[email protected] or 02392 570888.
FORK LIFT
Any exhibitor requiring the use of a forklift should contact Onsite (see next section).
FREIGHT FORWARDING, LIFTING AND HANDLING
The appointed freight forwarding, lifting and handling agents for the exhibition are:Onsite Exhibition Services Ltd
The Events Suite, Bryant House
61-63 Wellington Road North
Stockport, Cheshire, SK4 1HS
Tel: 07974 223670
Email: [email protected]
OnSITE can provide information and advice to international and United Kingdom
exhibitors regarding shipment, transportation, lifting and handling of exhibit material.
They can also offer Customs Clearance and temporary Importation Bonds for
overseas exhibits. A storage service is also available.
Exhibitors requiring any of these services should contact OnSITE using the Order
Form on the website..
STORAGE
No storage space is available at Harrogate International Centre (HIC). Exhibitors are
requested to make any necessary arrangements for the removal and storage of
empty boxes, cartons, wrappers etc., prior to the opening of the Exhibition. It is
contrary to the fire regulations to have packing materials stored on or behind stands.
Storage is available through the Freight Forwarding, Lifting and Handling agents,
OnSITE
DAMAGE TO EXHIBITION
Care should be taken to avoid damage to any structural part of the exhibition hall,
including floors. Any reparation found to be necessary will be charged to the
exhibitor concerned.
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CATERING/BAR SERVICES
Full catering and bar services are available at the HIC through the official caterers,
Kudos Catering who have the sole rights to provide food and drink for consumption
on stands and the premises. Please use the Kudos order form on the ASGBI
website and return direct to:Kudos Catering (UK) Ltd
Harrogate International Centre
Kings Road
Harrogate, North Yorkshire, HG1 5LA
Tel: 01423 537334
Fax: 01423 537328
Email: [email protected]
Coffee, tea and lunch for exhibitors working on the stand will be available free
of charge each day.
SECURITY/TRAFFIC CONTROL
Security officers are on 24 hour duty throughout the exhibition period, including buildup and breakdown. Exhibitors are requested to ensure that all personnel wear lapel
badge identification. Any exhibitor requiring extra security services should apply to
the Organisers as early as possible.
Traffic Control Officers will be on duty during build-up and breakdown. Exhibitors
and their contractors are requested to co-operate with these officers to ensure a
problem free traffic flow operation.
FIRE PRECAUTIONS
Flameproofed and fireproofed materials must be used for all stand construction
including decorative drapes and muslin ceilings. All tanks containing Petrol and
Diesel must be drained to 2 litres and all batteries disconnected. Drip traps must
be provided under all vehicles. Fire points are situated throughout the exhibition hall.
These points must be kept clear at all times.
Exhibitors should ensure that at least two members of their staff are familiar with the
use of fire extinguishers.
INSURANCE
Whilst we take every precaution to protect your property during the event, we are not
responsible for any loss or damage. We recommend that you buy insurance cover.
You are responsible for insuring against legal liability incurred in respect of bodily
injury to third parties or damage to property belonging to third parties. In addition to
this, you should protect your expenditures against Cancellation and Abandonment or
curtailment of the event due to reasons beyond our control.
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STAND CLEANING
All stand cleaning is included in the stand rental charge and will be carried out each
day prior to opening. However, exhibitors are responsible for the maintenance of
their stand areas in a clean and rubbish free state during the open period of the
Exhibition.
N.B. Exhibitors and their agents/contractors are responsible for the complete
removal of all exhibits and materials used by them in the stand construction on
final departure from the exhibition hall after breakdown. Any costs incurred by the
Organisers for the removal and storage of exhibits and materials left in the halls will
be passed on to the exhibitor concerned.
CONGRESS PROGRAMME – EDITORIAL ENTRY
Our 2014 Congress will be almost completely devoid of paper. An independent
developer, SpotMe, are providing the platform for the ASGBI Congress app. You will
be provided with a link where you can download the app before the Congress starts.
To check whether your existing device will be suitable, please follow the Apple and
Android links below:Apple: https://itunes.apple.com/us/app/spotme-mobile-event-app/id739869655?mt=8
Android: https://play.google.com/store/apps/details?id=com.spotme.android&hl=en
Each exhibiting company may have up to 75 words in the Exhibitors section of the
Final Programme which will only be available on an iPad. Please submit copy to
Janet Mills ([email protected]) by 20 March 2014 latest together with your
logo and link to your company website.
You can hire an iPad for £25 if you do not have your own device by completing the
form on page 18 of this guide. The app will provide access to all the programme
information, abstracts, speaker profiles and delegate list.
AUDIO VISUAL
Audio visual and video hire services are available direct from SLA who are looking
after ASGBI AV requirements in Harrogate. Please use the SLA Order form on the
ASGBI website.
SOCIAL EVENT – Thursday 1st May 2014
We are holding a Yorkshire-themed social evening in the Royal Hall at Harrogate
International Centre after the Reception on Thursday 1st May 2014. Exhibitors are
welcome to join delegates and tables can be booked upon request so that teams can
enjoy the evening together. There will be a pay-for bar for those who wish to buy
drinks.
Tickets are £25 per person and include a three-course meal and light entertainment.
Please complete the form on page 16 of this guide to avoid disappointment.
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HOTEL ACCOMMODATION
Special rates for hotel accommodation are available through Fresh! Reservations.
To book on line and review a list of hotels please see the ASGBI website. All
accommodation enquiries should be directed to:Fresh! Reservations Ltd
Suite 7, 1st Floor,
Southgate House, St George’s Way
Stevenage
Herts, SG1 1HG
Tel: 01438 908777
Contact: Charlotte Davies
Email: [email protected]
Website: www.freshres.co.uk
DELEGATE REGISTRATION/PROGRAMME
Please see the ASGBI website for delegate registration details and an up to date
programme for the 2014 International Surgical Congress.
EXHIBITOR REGISTRATION FOR CONGRESS
Exhibitors wishing to register for Congress should complete the form on page 17 of
this guide. The special rate of £150 for a four day registration will apply.
DELEGATE LIST
This will be available on the SpotMe Congress app, the link for which will be sent
before the Congress starts.
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EXHIBITOR LAPEL BADGES
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
All staff working on site must wear a lapel badge once inside the exhibition.
Please prepare lapel badges for the following persons TO BE COLLECTED FROM
THE ORGANISERS DESK ON SITE DURING BUILD-UP. (PLEASE PRINT).
(FIRST NAME)
(SURNAME)
(FIRST NAME)
(SURNAME)
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COMPANY:………………………………………….STAND NO:…………………………
CONTACT:…………………………………………..TEL NO:………………………………
Please complete and return one copy of this form no later than 17 APRIL 2014 to:Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive
Waterlooville
Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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EXHIBITOR VEHICLE PASSES
EXHIBITOR WORK PASSES
VEHICLE SCHEDULE
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
Vehicle passes are required for staff who need to deliver goods to Halls D and H on
build up, Monday 28th April.
COMPANY……………………………………………………………………………………
ADDRESS……………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
TEL NO:……………………………………………..STAND NUMBER……………………
___________________________________________________________________
EXHIBITOR VEHICLE PASSES
Please send us (qty) ………….. vehicle passes
VEHICLE SCHEDULE
We expect to arrive at Harrogate International Centre at:Approx……………………………………(Time) on….…………………………….Date)
Vehicle
Make:……………………………………..Type/Size………………………………………
EXHIBITOR WORK PASSES
Please send us (qty) ……………… work passes
Please complete and return one copy of the form no later than 17 APRIL 2014 to:Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive, Waterlooville, Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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CONTRACTOR VEHICLE PASSES
CONTRACTOR WORK PASSES
VEHICLE SCHEDULE
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
Vehicle passes are required for staff who need to deliver goods to Halls D and H on
build up, Monday 28th April.
COMPANY……………………………………………………………………………………
ADDRESS……………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
TEL NO:……………………………………………..STAND NUMBER……………………
___________________________________________________________________
CONTRACTOR VEHICLE PASSES
Please send us (qty) ………….. vehicle passes
VEHICLE SCHEDULE
We expect to arrive at Harrogate International Centre at:Approx……………………………………(Time) on….…………………………….Date)
Vehicle
Make:……………………………………..Type/Size………………………………………
CONTRACTOR WORK PASSES
Please send us (qty) ……………… work passes
Please complete and return one copy of the form no later than 17 APRIL 2014 to:Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive,
Waterlooville, Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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SOCIAL
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
YORKSHIRE THEMED SOCIAL EVENING
Thursday May 1st 2014
We are holding a traditional Yorkshire themed dinner and social evening at the Royal
Hall at the HIC after the Reception on Thursday 1st May 2014. Exhibitors are
welcome to join delegates and tables can be booked upon request so that teams can
enjoy the evening together. There will be a pay-for bar for those who wish to buy
additional drinks.
Tickets are £25 per person for a three-course meal.
We require ……. dinner tickets. Please invoice us at £25.00 per head
Alternatively, please send your cheque, made out to ASGBI, to the address at the
bottom of this form.
___________________________________________________________________
COMPANY……………………………………………………………………………………
CONTACT……………………………………………………………………………………
EMAIL……..…………………………………………………………………………………
TEL NO:……………………………………………STAND NUMBER……………………
___________________________________________________________________
Please complete and return one copy of this form no later than 17 APRIL 2014 to:Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive,
Waterlooville, Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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EXHIBITOR REGISTRATION FOR CONGRESS
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
Exhibiting companies wishing to register stand representatives for Congress should
complete the form below. The special rate of £150 per person for four days will
apply.
We require ………… Exhibitor Registrations at ASGBI. Please invoice us at
£150.00 per person.
COMPANY:……………………………………………………….STAND NO:…………….
CONTACT:…………………………………………..TEL NO:……………………………
NAME FOR BADGE:…………………………………………………………………….......
…………………………………………………………………………………………………
…………………………………………………………………………………………………..
(Badges will be given out in Harrogate and not sent in advance)
Please complete and return one copy of this form no later than 17 April 2014
to:-
Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive
Waterlooville,
Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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EXHIBITOR IPADS FOR CONGRESS
ASGBI 2014
HIC, Harrogate
29 April - 2 May 2014
ASGBI is a paperless Congress this year. SpotMe, an independent developer, are
providing the platform for the ASGBI Congress app which will contain the
programme, abstracts, company profiles and delegate list. Exhibiting
representatives who do not own iPads, can hire them for £25 per iPad for the
duration of the congress.
We require ………… iPads for use at ASGBI. Please invoice us at £25.00 per
iPad.
COMPANY:……………………………………………………….STAND NO:…………….
CONTACT:…………………………………………..TEL NO:……………………………
NAME FOR iPad:…………………………………………………………………….......
…………………………………………………………………………………………………
…………………………………………………………………………………………………..
(iPads can be collected in Harrogate and will not be sent in advance)
Please complete and return one copy of this form no later than 17 April 2014
to:-
Janet Mills
ASGBI Exhibition Manager
101 Valley Park Drive
Waterlooville,
Hants, P08 0PS
Tel: 02392 570888
Fax: 02392 570880
Email: [email protected]
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