to the bpma Show Exhibitor Manual 2016

The bpma Show 2016
Exhibitor Manual
Welcome to The bpma Show 2016 Exhibitor Manual
Thank you for supporting the bpma and exhibiting at our inaugural show.
This manual contains all the essential information you require to prepare your stand and
maximise your participation in the event.
The manual holds important information, rules & regulations, and order forms.
Please remember that we are here to assist you on any matters relating to your participation
in the event and will be happy to offer any advice you may need.
For your convenience this manual is available on-line only with pdf and direct links for all
forms.
Please read the whole manual with care and return all required documentation by the due
date.
If you have any questions, or need any help of any kind, please don’t hesitate to contact us.
For all operational / organiser enquiries please contact:
Serena Ford
Tel: 07770909657
Email: serena@bpma.co.uk
For all other enquiries please see the full show list on page 3 of this manual.
Good luck with your preparations and we very much look forward to seeing you at the show.
Gordon Glenister
Director General bpma
Tel: 02038757942
Email: gordon@bpma.co.uk
2
WELCOME
SECTION A - LET’S GET STARTED
Contacts
Important Information
Access Times
Exhibitor Checklist
SECTION B – NEED TO KNOW!
Access Equipment
Access Times
Accidents
Accommodation
Advertising, Marketing and Sponsorship
Alcohol and Drugs
Allergen Advice
Animals
Audio Visual Services
Balloons
Banners – hanging
Banners pull-up / pop-up / other
Breakdown
Car Parking
Carpet
Catering
Characters and Costume Staff
Children
Cleaning and Rubbish Removal
Clear Aisle Policy
Collections
Completion of Stands and Exhibits
Complex Structures
Compressed Gas
Construction Materials
Contractors Passes
Cookery – including chocolate fountains
Cooking
COSHH – Controlled Substances
Damage and Loss
Damage to the fabric of the building
Deliveries and Trolleys on Show Floor
Deliveries to the Show and Collections
Disability
Distribution of Publicity Material
e-cigarettes
Electrical Installation and Testing
Enhanced Shell Scheme Stand Options
Equality / Disability
Exhibitor Badges and Registration
EXHIBITOR WARNING
Filming
Fire Safety
First Aid and Medical Cover / Accidents
Free Build Stands
Freight Forwarding
Floor Coverings
Food and Drink
Floral Hire/ Displays
Furniture and Furniture Hire
Gas
General Site Rules
Goody Bags
Hazardous Substances
Health and Safety
Height
Hi-Viz
Hospital
Hospitality Catering
Hospitality and Meetings
Hotel Booking
Ice Sculptures
Insurance
Internet
Lead Recording – Visitor Data Capture
Lion Exhibitions
Lifting
Lifting Equipment
Local Area Information – Services, Shops etc.
Logo
Maintenance and Repair
Manning of Stands
Manual Handling
Materials
Moving Exhibits
Marketing, Sponsorship and Venue Branding
Music
Name Board
Night Screens
Noise
Packing Cases
PAT Testing
Performing Rights Licences (copyright)
Personal Protection Equipment – PPE / Hi-Viz
Photography and Filming
Product Demonstrations and Stand Activities
Product Media Magazine
Public Address System
Power Tools
Rigging
Risk Assessment
Roaming Rights
Rubbish Removal
Sampling
Security
Shell Scheme Stands
Show Guide
Simulators and Rides
Smoking Including e-cigarettes
Sound Equipment
Space Only Stands / Free Build
Special Effects
Sponsorship
Stand Catering
Stand Construction
Storage
Stand Power
Tasting
Temporary Staff
Transport, Logistics and Courier Service
Travel
Vehicles in the Hall
Velcro
Visitor List
Walkers
Wastage
Water Features
WIFI Access
Work Tools including Power Tools
Working at Height
Working Machinery
VAT / Prices
Disclaimer
The bpma Annual Awards Dinner 2016
Show Lead Recording
Octanorm Information
Enhanced Shell Scheme and Stands and Options
SECTION C - MUST COMPLETE - FORMS
Health & Safety Declaration
Risk Assessment
Extra Lighting & Electrics
Shell Scheme Extras
Furniture Orders
Graphics Orders
Form 1
Form 2
Form 3
Form 4
Form 5
Form 6
3
WELCOME
SECTION A - LET’S GET STARTED
Contacts
Important Information
Access Times
Exhibitor Checklist
SECTION B - NEED TO KNOW!
Information A – Z
bpma Annual Awards
Show Lead Recording
Octanorm Shell Scheme Information
Enhance Your Stand
SECTION C - MUST COMPLETE
FORMS
Health & Safety Declaration
Risk Assessment
Extra Lighting & Electrics
Shell Scheme Extras
Furniture Orders
Graphics Orders
4
Form 1
Form 2
Form 3
Form 4
Form 5
Form 6
SECTION A – LET’S GET STARTED
CONTACTS
Organiser
The bpma Show is owned by British Promotional Merchandise Association (bpma). The
show is open only to distributor members and invited guests who may visit. Supplier,
service members and partners must exhibit to attend.
The British Promotional Merchandise Association
Unit 5 Avenue Business Park
Brockley Road
Elsworth, Cambridgeshire
CB23 4EY
Tel: 02038757942
Gordon Glenister, Director General
Tel: 02038757942
Email: gordon@bpma.co.uk
Exhibition Operations Management and Health & Safety Management
The British Promotional Merchandise Association
Unit 5 Avenue Business Park
Brockley Road
Elsworth, Cambridgeshire
CB23 4EY
Serena Ford
Tel: 07770909657
Email: serena@bpma.co.uk
Main Show Contacts
Contact bpma directly for:
• General Enquiries
• Show Marketing, Sponsorship and
Advertising
• Product Media Magazine editorial and
advertising
• The bpma Annual Awards Dinner 2016
• The bpma Education Day 2016
• Operational and Technical Enquiries
• Organiser enquiries
• Health and Safety Enquiries / Risk
Assessments
• Registration and Badging
5
SECTION A – LET’S GET STARTED
IMPORTANT INFORMATION
Contractors and sub-contractors
If you are employing anyone else to work on your stand, they are still your responsibility and
must fully comply with all aspects of this manual and supply all necessary documentation.
The member of staff who is your stand manager should be on-hand during build-up and
breakdown of the exhibition. Please pass this manual to your contractors if required.
Carpet and shell
Please note that the venue is fully carpeted (mid-grey tiles) and this needs to be taken into
account. Basic shell walls are white melamine. Only double sided mesh tape may be used
to apply items to the shell wall. This will be available on-site from Lion Exhibitions and bpma
Show Management.
Exclusive Furniture Contractor
Lion Exhibitions / 3rd Element are the approved furnishings contractor for the show. No
other company can supply a furniture hire service to the show.
Health, Safety and Risks
The bpma takes Health & Safety very seriously. All stands regardless of size or nature of
ownership must submit a satisfactory risk assessment and health and safety declaration
plus supply a copy of their public liability insurance and complete the compliance form.
Without exception due to Health & Safety Regulations any person
entering the halls, loading or associated areas during build-up
before 2.00 pm on September 13th MUST WEAR a Hi-Viz vest.
Access will not be permitted without a vest as a top garment.
Please advise all personnel & contractors. Vests can be
purchased at www.hivis.net
6
SECTION A – LET’S GET STARTED
ACCESS TIMES
Access Times
Exhibitors and contractors can gain access to the exhibition halls as follows:
Build-up 13th September 2016
Space Only contractors - by appointment only
8.00am - 2.00pm
All contractors and exhibitors including shell scheme
2.00pm - 10.00pm
Show Period 14th September 2016
Exhibitor Access
7.00am - 9.00am
Show open
9.30am - 5.00pm
Breakdown 14th September 2016
5.30pm* - 10.30pm
Any changes or updates to these times will be advised accordingly.
*Breakdown will commence only once all visitors have left the halls. Strictly no earlier
breakdown.
Additional:
The bpma Education Day 2016 – 9.00am – 5.30pm 13th September at Whittlebury Hall
The bpma Annual Awards Dinner 2016 – 7.30pm for 8.00pm 14th September at
Whittlebury Hall
7
SECTION A – LET’S GET STARTED
EXHIBITOR CHECKLIST
Compulsory
Deadline
Exhibitor Insurance Details
6th July
Shell Scheme Name Board Update
3rd August
Show Guide Entry
3rd August
Health & Safety Declaration
6th July
Risk Assessment
6th July
Method Statement
6th July
Stand Plan
6th July
Optional
Deadline
Shell Scheme Extras
26th August
Enhanced Shell Scheme
26th August
Furniture
26th August
Electrics and Lighting
26th August
Lead Recording Devices
26th August
Award Dinner Tickets
ASAP
Hotel Booking
ASAP
Education Day Tickets
ASAP
Exhibitors are entitles to 1 free ticket, and any other
additional tickets at £49+VAT.
Please contact Serena Ford.
Email: serena@bpma.co.uk for more details ASAP
8
Completed
Completed
SECTION B – NEED TO KNOW
Access Equipment
All access equipment shall be used in accordance with manufacturer’s instructions and
recommendations. The SWL of access equipment shall be permanently displayed on the
equipment. It is the responsibility of the operator of the equipment to ensure that the carried
weight does not exceed the SWL. Equipment covered includes but is exclusively lifting
tables, scissor lifts, cherry pickers, scaffold towers, and mobile elevated work platforms
(MEWPS).
Special attention should be paid to the correct assembly and stability of ladders and other
static forms of access equipment, including the use of outriggers where fitted. Operators of
mobile elevated work platforms (MEWPS) for use in rigging related operations are required
to be in possession of a current valid certificate of Training Achievement and Competency
of Operations.
Standing directly on forks, attachments or pallets not intended for such applications is
strictly forbidden. Any accidents involving access equipment used for rigging purposes
shall be reported to the venue immediately.
Truss/caving ladders to access flown truss structures must be used in conjunction with
inertia- type fall arrestors. If it is necessary for an operative to leave a MEWP at high level,
he/she must identify a secure point of anchorage for the safety harness lanyard. The
lanyard shall be secured before leaving the platform. When returning to the platform, the
operative must ensure the lanyard remains in position until the transfer to the carriage has
been completed.
Correct PPE equipment must be worn at all times. Head protection and safety harnesses
attached to the equipment with a lanyard. All equipment must be marked with the name of
the company using it. Operators licences must be provided for inspection prior to
commencement of use.
9
SECTION B – NEED TO KNOW
Access Times
Exhibitors and contractors can gain access to the exhibition halls as follows:
Build-up 13th September 2016
Space Only contractors - by appointment only
8.00am - 2.00pm
All contractors and exhibitors including shell scheme
2.00pm - 10.00pm
Show Period 14th September 2016
Exhibitor Access
7.00am - 9.00am
Show open
9.30am - 5.00pm
Breakdown 14th September 2016
5.30pm* - 10.30pm
Any changes or updates to these times will be advised accordingly.
*Breakdown will commence only once all visitors have left the halls. Strictly no earlier
breakdown.
Additional:
The bpma Education Day 2016 – 9.00am – 5.30pm 13th September at Whittlebury Hall
The bpma Annual Awards Dinner 2016 – 7.30pm for 8.00pm 14th September at
Whittlebury Hall
Accidents
For dealing with injury, first aid and hospital see First Aid. The requirements of RIDDOR
(Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) must be
complied with.
Any accidents / incidents or work related illness must be reported and should be recorded
in the Accident Book, which will be kept by the Organiser. If a notifiable accident or
dangerous occurrence is reported, a completed form F2508 shall be sent to the
Environmental Health Department (or the Health and Safety Executive, where applicable).
These shall also be reported to The Wing event manager at the earliest opportunity.
10
SECTION B – NEED TO KNOW
Accommodation
Please see Hotels.
Advertising, Marketing and Sponsorship
See Marketing, Sponsorship and Venue Branding for Exhibitors.
Airships, Blimps and Balloons
The use of airships, blimps and balloons within the venue is strictly regulated. Applications
for permission to use them must be submitted to the organiser in writing, together with a risk
assessment, at least 28 days prior to the event.
Alcohol and Drugs
Strictly no consumption of alcohol on site or elsewhere during build-up and breakdown.
Anyone believed to have consumed alcohol, taken illegal drugs or been involved in
substance misuse on or off the premises will be asked to leave immediately.
Allergen Advice
See also Food and Drink.
Animals
Written requests must be submitted at least two months prior to the show.
Audio Visual Services
For all your AV hire needs, bpma have appointed Lion Exhibition Services as their
recommended Audio Visual Hire partner.
For all enquiries please order by email from Lion Exhibitions aeh66@live.co.uk in the first
instance.
Balloons
Balloons filled with compressed air must be securely tethered and can only be filled in the
exhibition halls outside of the show period. A risk assessment will be required. Exhibitors
may be responsible for the recovery cost of escaped balloons. Please also refer to
Compressed Gas for Helium filled balloons.
11
SECTION B – NEED TO KNOW
Banners – hanging
Hanging banners are a very cost effective way of gaining notice at the exhibition and
banners can be ordered through bmpa. Free issue banners can be hung but will incur a
rigging charge. Please contact bpma for details or refer to the section about banners in the
linked Marketing, Advertising and Sponsorship document.
Banners pull-up / pop-up / other
Banners displayed must be enclosed totally within an exhibitors stand and must not
encroach into aisles or other areas. There are marketing opportunities available if you wish
to display banners off-stand, see Marketing, Advertising and Sponsorship.
Breakdown
All stands will remain open and fully manned until the show is closed and all visitors have
left the hall. Strictly no earlier breakdown of stand or any exhibits there-on for Health &
Safety reasons and out of respect to the visitors.
Car Parking
Is free and plentiful and adjacent to the Halls. Please follow instructions from Marshals at all
times and observe the on-site speed limits. No passes or tickets are required. Disabled or
privilege parking will be made available on request – please contact Gordon Glenister to
arrange.
Carpet
The Exhibition Hall aisles are carpeted in mid-grey tiles and the shell stands are carpeted in
light grey tiles.
It is not permitted to lay carpet directly on top of carpet. For alternative carpet colours or for
alternative flooring please ensure orders are placed through the official furniture contractor
Lion Exhibitions.
The only approved floor tapes for use in the Exhibition Hall are Sellotape Double Grip 4415
and Stikatak B7 Exhibition Tape.
Catering
See Food and Drink.
12
SECTION B – NEED TO KNOW
Characters and Costume Staff
See Distribution of Publicity Material.
Children
Children under 16 are not allowed in the halls during build-up and breakdown, or indeed to
the exhibition.
Cleaning and Rubbish Removal
Silverstone contractors will be responsible for the cleaning of stands that are not raised or
blocked in any way and gangways. Please note that anything left in the gangways will be
considered as rubbish and disposed of accordingly. At the end of the show any wooden
items such as plinths have to be removed and must be taken away with you. A disposal
charge will be passed on should any items be left at the venue.
Bins and skips are located just outside the loading ramp doors.
Clear Aisle Policy
All outer aisles and those leading directly to fire exits are designated fire aisle and must be
kept clear at all times. These will be marked by signs or hazard tape.
Collections
See Deliveries to the show and Collections.
Completion of Stands and Exhibits
All stands and exhibits must be complete and ready for the exhibition 30 minutes prior to
the show period, so 9am on the 14th September. At this time any items in the aisle and any
boxes or loose materials on the stand floor as well as any rubbish shall have been removed
and the stand will be manned.
13
SECTION B – NEED TO KNOW
Complex Structures
A complex structure is any form of construction of any height, which may require input from
a structural engineer.
If a stand is not constructed from ‘shell scheme’, it is the responsibility of the stand designer
to determine whether the construction is complex or not. Examples of complex structures:
• Any structure, regardless of its height, which requires structural calculations
• Multi-storey stands
• Any part of a stand or exhibit which exceeds four metres in height
• Suspended structures (does not include banners) e.g. lighting rigs
• Sound/lighting towers
• Temporary tiered seating (refer to Temporary Demountable Structures section)
• Platforms and stages over 0.6m in height and all platforms and stages for public use (not
including stand floor flats and platforms)
The venue reserves the right to deem a structure 'complex' where this has not correctly
been determined by the designer.
Compressed Gas
Details of any proposed use of compressed gas must be submitted to the organiser no later
than 6 weeks prior to tenancy and must include the gases or liquids proposed, and sizes of
cylinders or vessels with their working pressures.
No compressed gas or Liquefied Petroleum Gas (LPG) shall be used within the venue
without the prior written consent of the venue.
For further information contact Serena Ford, Email: serena@bpma.co.uk Tel: 02038757942
Construction Materials
See Materials.
Contractors Passes / Contractor Access
Contractors are required to wear passes at all times during build-up and breakdown.
These will be issued by security upon arrival at The Wing.
Contractors passes are not valid for the show open period and no contractors will be
allowed access to the Halls until 30 minutes after the show closes and visitors have left or at
such time indicated by the show Health & Safety Manager.
14
SECTION B – NEED TO KNOW
Cookery – including chocolate fountains
If you are thinking about a cookery demonstration or feature for your stand, please contact
Serena Ford, Email: serena@bpma.co.uk Tel: 02038757942 to discuss.
Cooking
No kettles, pots, pans, stoves of any kind may be used during build-up, breakdown or
during the show open period in any of the Halls or ancillary areas by exhibitors, contractors
or others.
COSHH – Controlled Substances
See Hazardous Substances.
Damage and Loss
See Insurance.
Damage to the fabric of the building
Please remember, you the exhibitor remain responsible for making good any damage
caused to the fabric of the building by you, your contractors or your staff. This will include
any paint damage/spillages / onto the venue carpet. The venue will pass on any repair
costs for any damage caused.
In your own interest, you should satisfy yourself as to the condition of your stand area
before the building of your stand commences and after its clearance.
Please note that no materials may be fixed in any way directly to the building walls.
Deliveries and Trolleys on Show Floor
For safety reasons and out of respect to the visitors, no heavy deliveries will be allowed into
the exhibition during the show period.
No trolleys, skips, trucks or sack barrows of any kind will be allowed into the exhibition
during the show period.
bpma will have trolleys and barrows available for exhibitor use during build-up and
breakdown.
15
SECTION B – NEED TO KNOW
Deliveries to the Show and Collections
If you are expecting deliveries by courier please ensure you label all packages clearly with
The bpma Show, your stand name and stand number. If a transport company is delivering
them for you, please arrange for a representative to be on your stand to accept your
delivery, as Organisers will be unable to accept deliveries on your behalf.
Packages delivered prior to the event may need to be collected from the Silverstone
registration area which is quite a distance. No large deliveries/ direct to hall deliveries will
be accepted outside the build-up period.
My Name
My stand number here
The bpma Show
Hall 1 OR 2 (please state which)
The Wing Centre
Silverstone Circuit
Towcester
Northamptonshire
NN12 8TN
If you are expecting a large delivery to the loading bay, please pre-book with the operations
staff and make arrangements for fork lift or pallet trucks to ensure availability.
bpma cannot accept any responsibility of any kind whatsoever for any deliveries or
collections to and from the exhibition venue.
Collections by transport companies or courier needs to be during the breakdown period
only. No collections will be allowed during the show and any collections arranged after the
end of the bpma tenancy at Silverstone will be at own risk.
Disability
See Equality.
16
SECTION B – NEED TO KNOW
Distribution of Publicity Material
Including characters and costume actors, roaming rights and walkers.
Publicity materials can only be distributed from an exhibitor’s own stand. No leafleting of
other stands, catering areas or in the aisles without written permission from the organiser.
Characters, actors, walkers and others shall also be confined to the stand. Such activities
must also be included in the Risk Assessment.
Roaming and Distribution rights are available from the Marketing and Sponsorship
document. Please contact Gordon Glenister.
e-cigarettes
Smoking, including that of electronic cigarettes, is only permitted in designated smoking
areas, as defined by the venue at any time.
Electrical Installation and Testing
bpma has appointed Lion Exhibitions as their exclusive electrical and lighting contractor for
mains supply, and shell scheme.
A discounted package of spots and socket is available for direct order via the bpma.
Price - £130 includes 2 standard spotlights and an electrical socket. To order this
discounted package email serena@bpma.co.uk.
Any additional electrical items can be ordered via the form at the end of this manual.
Any initial enquiries, please contact Tony Holden, Lion Exhibitions Email: aeh66@live.co.uk.
If no electrical plan is submitted, we shall site sockets and lights as we feel best.
Enhanced Shell Scheme Stand Options and Graphics
Optional packages for shell scheme can be ordered at time of booking or added at a later
date when choosing from the exhibitor manual. Please see pages 46 - 50 in this manual.
Contact Tony Holden, Lion Exhibitions Email: aeh66@live.co.uk
17
SECTION B – NEED TO KNOW
Equality / Disability
The Wing Centre has been designed to ensure there are good facilities for people with
disabilities. The front of the building is level to ground, enabling easy access and there are
disabled toilets and lifts to all floors. Vehicles can drop of right outside the front doors and
there is plenty of parking immediately adjacent to the exhibition entrance.
Exhibitors should be encouraged to design their stands without platforms, where
practicable, and they must incorporate a ramp into any platform so that customers can be
served on the stand and not from the gangway. Where multi-levels are used without ramped
access, customers must be offered the same service at ground level.
Exhibitor Badges and Registration
Exhibitor badges must be worn at all times during the show period to gain access to the
show and during the build-up and breakdown periods as well.
Badges ordered prior to the 1st of September will be mailed in a single batch to the primary
registrant. Later orders and additional badges can be collected from the show registration
desk from 2pm on 13th September.
Exhibitor badges are for use by exhibiting companies for their stand staff and for no one
else. Badges may not be passed to unauthorised individuals / companies or anyone other
than the person identified by the badge. Any abuse of may lead to that person or company
being asked to leave the exhibition or build.
To register for badges please follow this link:
http://www.eventdata.co.uk/Exhibitor/BPMA.aspx
18
SECTION B – NEED TO KNOW
EXHIBITOR WARNING
All exhibitors participating in The bpma Show 2016 should read the following
statement
Fairguide.com/Construct Data Verlag and Expo Guide are in no way connected with the
bpma, any of its printed material, the bpma and associated websites or any other bpma
products or services. bpma does not endorse or support “Fair Guide” or “Expo Guide”.
Fairguide.com/Construct Data Verlag is an Austrian-based organisation that regularly
publicises services to exhibitors at events, primarily in Europe. This company is targeting
the publishing community for entries in a ‘fair catalogue’ using on this occasion The bpma
Show.
bpma would like to bring to your attention that it is in no way connected to this company or
to its products.
The company use a form which resembles an organiser’s free catalogue listing service,
inviting exhibitors to sign and return the form for an entry in an on-line directory which
contracts the purchaser into the three-year, non-retractable agreement.
In February 2007, the lawsuit by the Austrian authorities against Construct Data came to a
successful conclusion and Construct Data agreed not only to cease the mailing of
misleading contracts to the EU, Switzerland and EWR (affiliate states of the EU such as
Liechtenstein) but also to cancel their demands for money against all companies who
signed in error and dispute the contracts. Another, more recent, example of third parties
contacting exhibitors for entries into show guides is “Expo-Guide” based in Mexico. Again,
like Construct Data they are using misleading forms containing our company and brand
names and demanding monies from those who sign in error.
Information and guidance on dealing with Expo-Guide can also be found on the AEO
website, who are co-ordinating a campaign against such scams, are recommending that
people who have been misled complain to the Mexican authorities. For further information,
please follow this link to the Association of Event Organisers’ website,
http://www.aeo.org.uk/expoguide
EHM (Exhibitors House Management) Accommodation – London, Convention Expo Travel,
EHS Housing, Global Housing Management (GHM) and others. We have also been made
aware of fraudulent hotel booking companies who are contacting exhibitors and claiming to
be either a preferred supplier or, in some cases, working for the bpma itself. bpma’s official
hotel agent is The Hotel Service by Brief2Event. We strongly recommend you do not
respond to these companies or supply them with any information.
19
SECTION B – NEED TO KNOW
Filming
Please see Photography and Filming.
Fire Safety
EMERGENCY ACTION PLAN – Silverstone Wing Centre - The bpma Show
ASSEMBLY POINT
• These are located to the rear of the Wing car park – see signage
ACTION ON DISCOVERY OF FIRE
• Sound the alarm using the nearest fire alarm call point
• Leave the building by the nearest fire exit and close any doors on the way out
• Do not re-enter the building until told that it’s safe to do so
• Report to the assembly point
• Contact your Event Manager and advise them of the location and details of activation
• Only attempt to tackle small fires if confident to do so
• Do not put yourself at risk
ACTION ON HEARING ALARM
• Leave the building by the nearest exit and close any doors on the way out
• Do not re-enter the building until told that it’s safe to do so
• Report to the assembly point
VISITORS
• Ensure all your visitors and contractors are taken to the assembly point
• Assist any disabled persons with their evacuation as necessary
• Inform your Event Manager if anyone is unaccounted for
20
SECTION B – NEED TO KNOW
First Aid and Medical Cover / Accidents
bpma will have a comprehensive First Aid kit, which will be located within the Organisers
Office, and clearly marked as such during the whole tenancy period. A qualified organiser
first aider will be also at all times during the tenancy period.
Silverstone Circuits has its own First Aid provisions but first call should be to the show
organisers. All organisers staff will be made aware of the medical provisions in place, their
location and contact telephone numbers in the event of a medical emergency.
The closest acute hospital to Silverstone Circuit with an operational A&E Unit is 12 miles
away:
Northampton General Hospital, Cliftonville, Northampton NN1 5BD Tel: 01604 634700
ACCIDENT/INCIDENT REPORTING
Any accidents / incidents or work related illness must be reported and should be recorded
in the Accident Book, which will be kept by the Organiser. If a notifiable accident or
dangerous occurrence is reported, a completed form F2508 shall be sent to the
Environmental Health Department (or the Health and Safety Executive, where applicable).
These shall also be reported to The Wing event manager at the earliest opportunity.
Free Build Stands
See Space Only / Free Build.
Freight Forwarding
See Transport, Logistics and Courier Service.
Floor Coverings
See Carpet.
21
SECTION B – NEED TO KNOW
Food and Drink
All matters referring to catering, sampling, licensing, alcohol etc. are dealt with here.
ALLERGEN ADVICE – IMPORTANT INFORMATION FOR ALL EXHIBITORS
EU Food Information for Consumers Regulation 1169/2011 came into force on 13 December
2014. This legislation brought in a mandatory requirement for businesses to provide
accurate allergy information for unpackaged (loose) food. This information must be readily
available and provided in the form of a sign or label directly next to the loose product. It will
not be sufficient for exhibitors to simply declare they do not know whether a food contains
any of the 14 allergens listed under the regulation.
This will include any samples of food, catered products such as cakes, biscuits, mints /
sweets / crisps / nuts and other items given out or passed to others from exhibition stands.
In dealing with enquiries from customers regarding the content of food that may be related
to allergies, as some food allergies e.g. nuts, can be life threatening, it is therefore very
important and a legal requirement that accurate information is given.
HOSPITALITY CATERING
The venue’s hospitality catering partner offers a full hospitality service in private rooms and
must be used to supply any alcohol and/or hospitality that is required on exhibition stands,
unless specifically agreed by the venue. Exhibitors must additionally satisfy all food safety
and health & safety requirements and supply the name of a nominated, authorised person.
If exhibitors wish to provide visitors to their stand with hospitality catering of any kind, they
are required to obtain the food and drink from the venue’s hospitality catering partner.
Exhibitors are not permitted to bring their own food and drink on to their stands.
If, in the opinion of the catering partner, an exhibitor contravenes the above and provides a
significant level of hospitality catering from its stand, the catering partner reserves the right
to charge a corkage or concession fee.
Under normal circumstances, the venue will not permit any other caterers to provide
corporate hospitality. However, if a bona fide catering company is exhibiting at an event,
permission may be granted for them to provide their own hospitality, subject to the payment
of a concession fee and the details of the Personal Licence holder’s licence. If this situation
arises, it should be discussed with the venue during event licence negotiations.
SAMPLING
Any proposed sampling activity must be requested in writing via the agreement to the
organiser in advance. All samples must be offered free of charge (FOC) to visitors. Where
any samples are sold it will be deemed a retail activity and may be subject to a concession
fee. Should a sponsor or exhibitor wish to distribute/issue items as samples greater than the
regulation size, they should arrange this with the venue, through their organiser. An
over-sized sampling fee may be applied in such instances.
22
SECTION B – NEED TO KNOW
Food and Drink - continued
DRINK SAMPLING
The acceptable sampling sizes for drinks are as follows:
• Soft and Hot Drinks - 50ml (1.75 fl oz)
• Beers/Ciders or similar - 50ml (1.75 fl oz)
• Wine/Fortified wines/Champagne/Alcopops and similar - 25ml (0.9 fl oz)
• Spirits and similar - 5ml (0.18 fl oz)
Any proposed drink-sampling activity must be notified to the venue for approval no later
than 28 days prior to the start of the event licence period.
Where drinks are offered as samples within the exhibitor’s stand, and this could be
construed as or deemed to be hospitality, a contract buy-out fee may be applied by the
venue.
In compliance with current legislation both the sale and supply of alcohol must be licensed
under The Licensing Act (2003) (Scottish Licensing Act, 2005), therefore, sampling is also a
licensable activity.
The measures of some alcoholic drinks are prescribed under the legislation The Weights &
Measures (Specified Quantities) (Unwrapped Bread & Intoxicating Liquor) Order 2011 and
compliance with these is therefore mandatory. For the purposes of clarity, Champagne /
sparkling wines are considered as still wines for the purposes of interpreting this legislation,
unless specified differently under Venue Specific Rules.
Any stands who wish to sell or supply alcohol (except that provided by the official caterers),
whether for on-site or off-site consumption, must follow the above requirements and supply
the name of a Personal Licence holder, together with a copy of their licence to the
organiser.
Personal Licences (PL) are applicable in the jurisdictions they are granted in; therefore,
PL’s granted in England & Wales are only applicable in England & Wales, PL’s granted in
Scotland are only applicable in Scotland, and PL’s granted in Northern Ireland are only
applicable in Northern Ireland. Personal Licences can only be granted to residents of the
separate jurisdictions. Visiting exhibitors from outside of the UK wishing to sell or supply
alcohol within the venue are required to be authorised under a UK personal licence and to
adhere to UK legislation.
23
SECTION B – NEED TO KNOW
Food and Drink - continued
FOOD SAMPLING
The acceptable sampling sizes for food samples are as follows:
• Bite-sized portions
• Individually wrapped items (for off-site consumption only)
Sampling must be carried out in such a way that customers do not touch food that other
people will eat, in order to minimise the risk of cross-contamination. The guidance below
should be followed:
• Food should be placed to be sampled where the exhibitor can see it and therefore
supervise customers
• Samples should be clearly segregated from other stock
• It is recommended that samples be offered to customers from plates or small bowls
• If food items are being used to take samples of food from dishes/bowls e.g. using a
breadstick to sample a sauce, only items that will not break off into the sample must be
used (to prevent customers putting fingers into the food to retrieve broken pieces)
• Large bowls or mounds of food for sampling should be avoided, as this increases the risk of
people putting fingers into the food
• Customers should not be allowed to ‘double dip’ sampling sticks/spoons/food items
• Bowls, dishes or plates should not be topped up unless they have been properly cleaned
before being replenished
• Customers should be directed as to where to place any discarded items, such as stones,
from food or sampling sticks/utensils
• Samples must not be offered from the blades of knives
• Where hot drinks are to be sampled, their cups must be fitted with close-fitting secure lids,
otherwise the samples must be consumed within the exhibitors stand. A risk assessment
should be carried out for such practice
Floral Hire/ Displays
For all your exhibition floral needs bpma recommend Penny Johnson Flowers
Tel: 01675 463167 Click here for website to buy online and contact
Furniture and Furniture Hire
Exclusive Furniture Contractor. Lion Exhibitions / 3rd Element are the approved furnishings
contractor for the show. No other company can supply a furniture hire service to the show.
Exhibitors are welcome to bring their own furniture to the exhibition. Please see the form in
Section C to order.
24
SECTION B – NEED TO KNOW
Gas
See Compressed Gas, also Hazardous Substances.
General Site Rules
• All staff, contractors and drivers must follow instructions given by the traffic marshalling &
security personnel.
• The maximum speed limit is 5 mph on the service road car parking and loading bay areas.
• Be aware of pedestrians, fork lift trucks and other moving vehicles at all times.
• No parking is allowed on paths, pedestrian walkways, yellow lined or hatched areas or in
front of fire exit doors.
• Fork lift trucks, cherry pickers and lift vehicles must only be operated by personnel who
have received appropriate training and are licenced. Documents must be available for
inspection.
• Use of hand held mobile phones and ear phones /buds and playing of music whilst driving
any vehicle is strictly forbidden.
• Aisles, gangways, fire exit routes and doorways must be kept free from obstruction at all
times.
• Smoking, including e-cigarettes, is only permitted in the designated smoking areas.
• CCTV is in operation in this area.
• As already mentioned Hi-Viz vests / jacket must be worn during build-up.
Goody Bags
See Marketing, Sponsorship and Venue Branding for Exhibitors.
Hazardous Substances
Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids,
fumes or dusts into the venue must not be used without written approval from the venue,
and must not present any hazard to health. The HSE COSHH Essentials website provides
useful guidance at www.coshh-essentials.org.uk
For further information contact Serena Ford, Email: serena@bpma.co.uk Tel: 02038757942
25
SECTION B – NEED TO KNOW
Health and Safety
All exhibitors must comply with the Health and Safety at Work Act 1974, and any regulations
made thereunder. Exhibiting companies must complete and return the Health and Safety
Declaration by 6th July 2016
Companies that fail to complete and return the Health and Safety Declaration by this
deadline, will NOT be allowed access to the venue.
The bpma in cooperation with Silverstone Circuits is committed to operating the show in
compliance with all the relevant legislation and guidelines covering Health and Safety at
Work and it is a requirement of bpma that all exhibitors, contractors and visitors comply with
the law and the regulations of the venue at all times. Copies of the legislation can be
downloaded from www.hse.gov.uk
bpma takes the issue of Health & Safety very seriously and anyone infringing any relevant
legislation and/or any venue regulations will be asked to desist forthwith and for serious and
continuing breaches may be banned from the premises.
Please note that no exhibitor may commence stand building/dressing until the Health &
Safety Declaration form has been returned and the Risk Assessment, Insurance documents
and any required Method Statement and Plans have been assessed and approved.
As an exhibitor or contractor, you hold an obligation to ensure the safety of everyone
associated with your event or exhibition stand and those persons who may be affected by
your activities.
All full, part-time, contractors and temporary staff must:
• Be aware of the significant hazards they may face when carrying out tasks and of any control measures
that the exhibitor implements to reduce risks to the lowest level reasonably practicable.
• Observe safety regulations and signs at all times.
• Be aware of the emergency procedures relevant to their place of work.
• Wear the appropriate safety equipment and use appropriate safety devices as and when required to do
so.
• Report all accidents and dangerous occurrences to their supervisor and the Health and Safety Officers
for the venue or their appointed representative.
• Take reasonable care for the health and safety of themselves and of others who may be affected by their
acts or omissions.
• Co-operate with any duty or requirement imposed by the venue when acting under the requirements of
Health, Safety or Environmental legislation.
• Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety
or welfare.
• Immediately report any serious shortcomings that may affect the health, safety and welfare of their job to
their supervisor and the Health and Safety Officers for the venue or their appointed representative.
26
SECTION B – NEED TO KNOW
Height
Exhibitors wishing to build or fit anything above 2.5m or that extends above this height
MUST check with the organiser for approval.
Hi-Viz
See Personal Protection Equipment (PPE).
Hospital
See First Aid
Hospitality Catering
See Food and Drink
Hospitality and Meetings
If you are interested in hiring a meeting space or providing private hospitality during the
course of the show, please contact Gordon Glenister, Director General
Tel: 02038757942 Email: gordon@bpma.co.uk directly to discuss.
Hotel Booking
bpma have a specially agreed limited allocation of rooms at the nearby Whittlebury Hall
Hotel (10 minutes by car).
Whittlebury Hall is also the venue for the Awards Dinner and Education Day. If you would
like to book for Monday 12th, Tuesday 13th, Wednesday 14th September please contact
Serena Ford Tel: 02038757942 Email: serena@bpma.co.uk
Alternative local accommodation can be booked at best rate and with peace of mind via our
preferred housing specialist The Hotel Team. Please follow this link:
http://thebpmashow.co.uk/accommodation
Ice Sculptures
If you are thinking about an Ice Sculpture for your stand, please contact Serena Ford,
Email: serena@bpma.co.uk Tel: 02038757942.
27
SECTION B – NEED TO KNOW
Insurance
Each exhibitor is responsible for the security of their own stand, samples, exhibits, and for
their own appropriate insurance cover for build-up/breakdown days in addition to the
exhibition open days.
It is a contractual requirement that each stand has insurance cover in place and you must
provide evidence of this prior to the event.
Whilst every reasonable precaution is taken, the organisers of the exhibition cannot accept
responsibility for damage to stands or loss / damage of any property on any stand or
anywhere else in the event, or in any course of its delivery or removal from the building from
any cause whatsoever.
The organisers are not responsible for any loss sustained by exhibitors from fire, theft,
damage or for personal injury or loss to or by any person employed by the exhibitor or third
parties.
What to do if you have existing insurance cover:
Please provide a copy of your existing Employers and Public Liability (minimum £2 million)
policies and those of any contractor to:
Serena Ford, Email: serena@bpma.co.uk
What to do if you do not have cover:
bpma recommends Hiscox for exhibition insurance services.
https://www.hiscox.co.uk/events/exhibitors
For
• Public Liability (compulsory £2 million minimum)
• Employers Liability (compulsory)
• Cancellation and Abandonment
• Property Damage
It is incumbent upon you to ensure that the cover arranged is adequate for your purposes
and if any additional cover is required.
28
SECTION B – NEED TO KNOW
Internet
Free wireless internet is available throughout the venue. However, the signal strength
cannot be assured. If you are planning demonstrations, on-line presentations or
considerable usage for company management purposes, we recommend that you order
fixed internet access which can also be arranged via a variety of options.
Please place your order prior to the event, as this service will not be available to order on
site. Wired connections are £98 each plus VAT.
Contact Grace Hately, Events Manager
Email: grace.hately@silverstone.co.uk Phone: 01327 320339
Lead Recording – Visitor Data Capture
At the press of a button, record the details of potential customers visiting your stand.
Capture all registration data including email addresses.
Show Data Systems provides lead recording services to enable the quick, paper free
capture of visitor details.
Visitors attending the event have barcodes relating to their contact details. Recording the
visitor's barcode, exhibitors are able to build and qualify a list of leads.
The key benefits to exhibitors are:
• Saves time and effort capturing basic visitor information
• Creates more time to talk with visitors
• Ability to qualify or categorise leads
• Creates professional impression on visitors
• Enables quicker follow-up of potential leads
• Manage lead generation and follow up in a way that suits
• Improves ROI in the event
Further information is available elsewhere in this manual on page 45.
To order or enquire about scanners:
http://www.eventdata.co.uk/Scanners/BPMA.aspx
29
SECTION B – NEED TO KNOW
Lion Exhibitions
Lion Exhibitions are the appointed main contractor for The bpma Show for
• Shell Scheme
• Shell Scheme Extras
• Enhanced Shell Features
• Furniture
• Graphics
• Electrical Power and Lighting
• Floor Coverings and Carpet
Any enquires for any of the above should in the first instance be directed to the show
organiser who may then refer your enquiry on for prompt and efficient handling.
Contact Tony Holden, Lion Exhibitions Email: aeh66@live.co.uk
Lifting
Fork lift and pallet trucks are available by arrangement with organisers only, please contact
Serena Ford, Email: serena@bpma.co.uk Tel: 02038757942
Lifting Equipment
Lifting equipment includes fork lift trucks, Genie hoists and winches, chain blocks and chain
hoists and all associated tackle, including shackles, wire rope, slings, rings and harnesses
and all safety attachments.
All persons using such equipment shall be competent to do so and shall have undertaken
an assessment to select the appropriate equipment to be used. All equipment will be visibly
marked as having been inspected and tested within the previous 6 months. Only official
contractors appointed to an event may operate lifting equipment within the venue.
Local Area Information – Services, Shops, Restaurants etc.
Please find below a link to useful local service that includes shops, restaurants, dry
cleaners, printers and copy shops, DIY stores and many more. Please click here
Logo
Please make sure we have a Hi-Res copy of your company logo for use in the show guide,
Product Media Magazine and other marketing media. Vectored EPS preferred. Alternatively
a JPG file with a minimum resolution of 300dpi can be supplied. Low resolution or web
images cannot be used.
30
SECTION B – NEED TO KNOW
Maintenance and Repair
No maintenance or repair work should be carried out to the stand, fittings or exhibits during
the show open period. Emergency situations should be immediately reported to the
organiser for advice.
Manning of Stands
To comply with Health & Safety regulations and out of respect for the visitors, stands must
be staffed at all times during the show period.
Manual Handling
Please ensure all staff and contractors you employ have been trained in correct manual
handling techniques. Manual handling relates to the moving of items either by lifting,
lowering, carrying, pushing or pulling. The weight of the item is an important factor, but
many other factors can create a risk of injury, for example the number of times you have to
pick up or carry an item, the distance you are carrying it, where you are picking it up from
or putting it down (picking it up from the floor, putting it on a shelf above shoulder level) and
any twisting, bending stretching or other awkward posture you may adopt while doing a
task.
For further information on manual handling please click here
Materials
Any materials other than exhibits will constitute part of that stand build and will be subject to
the following regulations: Exhibitors must understand fire and emergency procedures.
Under no circumstances may exhibits be allowed to encroach into the gangways. Exhibits
must be kept on the stand at all times.
Excess stock/literature/packaging must not be stored on, around or behind the stands.
All materials used in the construction of stands, features and displays, including signs and
fascia’s, shall be:
• Of a suitable nature and quality for the purposes and conditions of their intended use
• Adequately prepared and fixed in order adequately to perform the functions for which they
are designed
• Non-combustible, inherently non-flammable or durably flameproof in accordance with
BS476-Part 7
• Water-based, where applicable, e.g. adhesives, paint and fillers
31
SECTION B – NEED TO KNOW
Materials - continued
British Standards are the minimum acceptable standards for construction materials.
Suitable samples of materials may be submitted to the venue for approval. Materials may
be tested on-site to ensure that they comply.
DECORATIVE MATERIALS
Decorative materials used for stand dressing must be flame proofed or purchased already
treated by use of the appropriate chemical.
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may
be accepted, provided they are firmly fixed.
Artificial plants and flowers are combustible and give off toxic fumes. Therefore, they must
not be used for stand dressing. Silk-type flowers are acceptable, providing they are
fireproof or have been treated and marked as such.
FABRICS, DRAPES, CURTAINS AND HANGINGS
Drapes, curtains, hangings etc. must be inherently or durably flame-proofed. Otherwise
they may be treated with a proprietary flame retardant. Test certificates must be available
for inspection for any materials intended to be used.
Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not
loosely draped) to a solid backing, secured above floor level and not touching light fittings.
Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not
conceal any exit signs.
FLOOR COVERING
All floor coverings must be secured and maintained so that they do not cause a hazard.
Where the hall floor is uncarpeted, fixing of floor coverings may only be carried out using
venue approved tape.
The venue will only approve exhibition tape which has a low tack bottom, high tack grab top
and does not leave any residue or cause any damage to the floor when removed. Other
forms of fixing to the hall floor, such as cable clips, nails and bolts are generally prohibited,
but may be allowed at certain venues. Please contact the relevant venue for information.
In carpeted halls, floor flats or a platform must first be laid on top, before alternative floor
covering is laid.
NIGHT SHEETS
Night sheets must be made of inherently non-flammable material or of material satisfactorily
treated to render it non-flammable. They shall be stored rolled-up and firmly secured and
not cause any obstruction while not in use.
32
SECTION B – NEED TO KNOW
Moving Exhibits
The organisers require advance notification of all exhibits with moving parts. Contact
Serena Ford, Email: serena@bpma.co.uk Tel: 02038757942 to discuss.
Marketing, Sponsorship and Venue Branding for Exhibitors
The bpma Show will supply exhibitors with a wide range of marketing opportunities through
our own comprehensive visitor marketing campaign aimed at attracting members to the
show in large numbers.
To make sure exhibiting at the show is as successful as possible, take advantage of the
opportunities listed. Please click here for full details.
PRODUCT MEDIA MAGAZINE
Book a pre-show advert in Product Media Magazine and enjoy a 5% discount when you
incorporate the show logo and your stand number in the advert. Please contact Gordon
Glenister.
EXHIBITOR VENUE BRANDING
The bpma Show offers exhibitors a large number of brand projection opportunities both
inside and outside The Wing. Please select your options below and contact us to proceed.
Please click here for full details.
KEY OPPORTUNITIES
Goody Bag Insert
Product or Sample / Package
10 only
£400 ea
Leaflet / Catalogue
total of both
£450 ea
We are also open to suggestions! So if there is something you want to do at the show
or you would like to look at creating your own opportunity, please give us a call.
Gordon Glenister, Director General Tel: 01223 598488 Email: gordon@bpma.co.uk
Music
See Performing Rights and Noise.
33
SECTION B – NEED TO KNOW
Name Board
Each shell scheme exhibitor will automatically be supplied with one name board. The
wording will be taken from the stand name you supplied on your exhibitor contract. Any
changes to this need to be advised in writing to Serena Ford, Email: serena@bpma.co.uk
by 3rd August.
Night Screens
For added stand security night screens can be ordered at a cost of £23.75 per linear metre.
Please order by email from Lion Exhibitions aeh66@live.co.uk
Noise
Exhibitors using music systems, microphones, demonstrations, characters, etc., must
ensure the volume is kept to a level that does not cause disturbance to other exhibitors. In
case of any dispute the organisers' decision is final.
Packing Cases
Packing cases and boxes must not be left visible on stands, nor can they or any other
article be placed or stored in gangways at any time during the build-up period, or during
exhibition open hours or overnight.
There are no storage facilities available on-site.
PAT Testing
Portable appliance testing (PAT) is the term used to describe the examination of electrical
appliances and equipment to ensure they are safe to use. Any portable electrical item such
as a lap top computer, charger or other lead, mains power tool etc may only be connected
on stand or directly to the venue sockets if it has been PAT tested and has the appropriate
test sticker or other proof of testing. This applies during the whole of tenancy.
Performing Rights Licences (copyright)
Any exhibitor who wishes to have any type of pre-recorded, video or live music on their
stand must contact PPL/VPL/PRS to apply for the appropriate licences:
PPL/VPL enquiries
t: 020 7534 1000
e: info@ppluk.com
w: www.ppluk.com
34
PRS enquiries
t: 020 7580 5544
e: customerservice@prsformusic.com
w: www.prsformusic.com
SECTION B – NEED TO KNOW
Personal Protection Equipment – PPE and Hi-Viz
Without exception due to Health & Safety Regulations any person entering the halls, loading
or associated areas during build-up before 2.00 pm on September 13th MUST WEAR a
Hi-Viz vest or jacket.
Access will not be permitted without a vest as a top garment. Please advise all personnel &
contractors. Vests can be purchased at www.hivis.net
Appropriate PPE must be worn at all times where required and inspected at least every 6
months. PPE for rigging activities must be suitable for both work positioning and fall arrest.
Photography and Filming
bpma has appointed an official photographer to take photos at the show and these will be
made available afterwards on our web site. While exhibitors may take photographs of their
own stands and the show in general, no photographers, or film makers will be allowed
access to the show without special written permission from bpma.
Product Demonstrations and Stand Activities
See also Food and Drink.
Product Media Magazine
See Marketing.
Public Address System
The PA system at Silverstone is reserved for organiser and emergency announcements
only.
Power Tools
See Work Tools.
Rigging
For all rigging enquiries please contact Serena Ford, Email: serena@bpma.co.uk Tel:
02038757942 to discuss.
35
SECTION B – NEED TO KNOW
Risk Assessment
All exhibitors without exception must undertake a Risk Assessment prior to the event,
identifying the hazards present on site and ways in which you will then minimise and control
those hazards. As an exhibitor it is your responsibility to ensure that a suitable assessment
has been completed.
A Risk Assessment needs to be completed, signed and returned by 6th July 2016. The
simple Risk Assessment for basic shell scheme stands only is enclosed in the forms
document. All stands must complete the Health and Safety Declaration Form as well.
Space only exhibitors also need to complete a method statement and supply a detailed
scaled stand plan. Any contractors employed by you will also need to complete
documentation separately.
Roaming Rights
See Distribution of Publicity Material.
Rubbish Removal
See Cleaning.
Sampling
See Food and Drink and Allergen Advice.
Security
There is security at Silverstone Circuits 24 hours a day including CCTV. Whilst every
reasonable precaution will be taken to ensure the safety and security of stands,
THE ORGANISER CANNOT ACCEPT RESPONSIBILTY FOR ANY LOSS OR DAMAGE
WHICH MAY OCCUR. PLEASE DO NOT LEAVE VALUABLE EQUIPMENT ON YOUR STAND
WHILST IT IS UNATTENDED.
Silverstone Circuits Ltd reserves the right to affect bag searches prior to entry and exit of
the building.
For extra security a night screen is recommended which can be fitted to most stands –
please complete the shell scheme extras form in your manual.
36
SECTION B – NEED TO KNOW
Shell Scheme Stands
The bpma have appointed Lion Exhibitions to supply shell scheme and stand extras.
Basic shell scheme stands include shell walls in white melamine on two or three sides
depending on location and sale agreement and name board.
The Risk Assessment form in the manual needs to be completed for simple shell scheme
stands. More complex structures and any assembly by contractors will require a more
detailed Risk Assessment and possibly a scaled plan and method statement.
More complex shell scheme stands and those built by a contractor may require a more
detailed Risk Assessment and further assessment.
All complex shell and contractor built stands must be signed off by the Event Health &
Safety Manager on the Stand Sign-Off form that shall be issued on site prior to the exhibitor
being allowed to occupy the stand.
Please see the documents in this manual to order any extras and to enhance your stand.
- Shell Scheme – application of graphics and other items.
IMPORTANT INFORMATION Only NB2016T brand double sided mesh tape may be
used to apply items to the white Melamine shell scheme walls. This tape is available
FOC (within certain limits) from the Organisers and from the Lion Exhibitions help desk.
Use of any other tapes may result in a cleaning charge being applied post-show.
- Shell Scheme Dimensions.
Before ordering equipment and or graphics especially if outsourced please carefully
check your measurements with the Octanorm Information Document on page 44.
- Shell Scheme – hanging items
Exhibitors plan to hang anything heavy (over 5kg) on shell scheme it is advisable to
check with the Operations Manager (see contacts page for details). We ask that
Exhibitors do not attach direct to the shell scheme using any type of cavity fixings such
as toggle bolts. If you would like to use Velcro, please nail/staple the Velcro directly to
the wall, DO NOT apply adhesive Velcro directly onto the wall panels. For safety
reasons, you will not be allowed to exceed the height limits: Please find overleaf a
diagram of the batten system behind each panel.
In the first instance questions and enquires should be directed to Serena Ford, Email:
serena@bpma.co.uk Tel: 02038757942.
37
SECTION B – NEED TO KNOW
Show Plan
bpma will be producing a show plan for visitors to the exhibition. If you would like to
enhance your location on the plan or advertise on the show plan or indeed sponsor the
whole thing, please contact Gordon Glenister, Director General Tel: 02038757942 Email:
gordon@bpma.co.uk
Simulators and Rides
If you are thinking about having a simulator, ride or enclosed stand game (such as a ‘Grab
A Grand’ Machine) on your stand, please contact Serena Ford, Email: serena@bpma.co.uk
Tel: 02038757942 to discuss.
Smoking Including e-cigarettes
Smoking, including that of electronic cigarettes, is only permitted in designated smoking
areas, as defined by the venue at any time.
Sound Equipment
See Noise and also Performing Rights.
Space Only Stands / Free Build
A Space Only stand is just that. It is a marked out empty area of flooring. As all halls are
carpeted it may well be necessary to lay floor flats to protect the hall carpet.
Electricity connections and main supply can be ordered through our appointed contractor
Lion Exhibitions.
Please note the restrictions on furniture hire elsewhere in this manual.
If you are building a space only stand, in addition to the Health & Safety Declaration,
company insurance documents and Risk Assessment, you will need to supply, a Method
Statement and Scaled and detailed Stand Plan.
Additionally, we will need to be supplied with copies of the insurance documents from your
contractor. Please do not purchase parts or commence a stand build until you have
received permission to build from the organisers in case of any issues or non-approval of
plans.
All Space Only and contractor built stands must be signed off by the Event Health & Safety
Manager on the Stand Sign-Off form that shall be issued on site prior to the exhibitor being
allowed to occupy the stand.
If you have any questions or concerns please contact Serena Ford, Email:
serena@bpma.co.uk Tel: 02038757942 to discuss.
38
SECTION B – NEED TO KNOW
Special Effects
All special effects require advance approval by bpma, Silverstone Circuits and possibly the
local authority. In the first instance please contact Serena Ford, Email:
serena@bpma.co.uk Tel: 02038757942 to discuss.
Special effects include:
• Firearms (as an effect)
• High Power Scenic Projectors
• Laser Displays
• Pyrotechnics
• Real Flame
• Smoke Machines
• Strobe Lighting
• Ultraviolet Lights
Sponsorship
See Marketing, Sponsorship and Venue Branding for Exhibitors.
Stand Catering
Silverstone are currently reviewing the catering arrangements for this and we will update
this guide and advise exhibitors accordingly. For further information or to express an
interest in receiving information please contact Samantha Kaare, Corporate Events Team
Leader Email: grace.hately@silverstone.co.uk Phone: 01327 320339 to discuss.
Stand Construction
Incombustible material only shall be used in the construction of display units and all
materials must be flame proofed in accordance with local authority regulations. For shell
stands, no structure or display provided by an exhibitor may exceed 2.4 metres to accord
with the height of the shell stand. For space-only stands, no structure or display provided
by an exhibitor may exceed 4 metres to accord with the height of the space-only stand. No
fascia, partition, structure, board or sign may be erected which the Organisers consider will
dominate, screen or obscure the view of other stands or which will exceed the allocated
boundaries of a stand.
Storage
There is no arrangement for on-site storage. Please ensure all packaging is removed before
leaving the site. Please contact the organiser if you have any questions regarding storage.
Transworld. Nic Price, Head of Logistic Services
Web: www.transworld.eu.com Tel: +44 (0) 20 8751 7525 Mob: +44 (0) 7920 798373
Email: nic.price@transworld.eu.com
39
SECTION B – NEED TO KNOW
Stand Power
Stand Power will be turned off 30 minutes after the show closes.
Tasting
See Food and Drink and Allergen Advice.
Temporary Staff
If you require staff for your stand bpma recommend Pitlane Promotion Tel: 0844 800 0071
Email: hello@pitlanepromotion.co.uk
Transport, Logistics and Courier Service
For preferred partner rates and quality service, bpma recommend our service partner
Transworld for all your show delivery and collection needs for The bpma Show.
Nic Price, Head of Logistic Services
Web: www.transworld.eu.com
Tel: +44 (0) 20 8751 7525 Mob: +44 (0) 7920 798373
Email: nic.price@transworld.eu.com
Travel - Getting To Silverstone
Travelling to Silverstone and finding The Wing Centre – maps and routes. Please follow the
links below.
http://www.silverstone.co.uk/visiting/
The Wing Centre is clearly signed from the main entrance and marshals shall be on hand to
direct you. You can follow the blue route on the circuit plan available from the above link, or
click here
Nearest Rail Station to Silverstone
The nearest train station to Silverstone is Wolverton Rail Station. Wolverton Station is 10.3
miles away from Silverstone and offers direct train services to London Euston, Birmingham
New Street and Northampton Rail Stations.
If it is more convenient, visitors could also get a train to Banbury, Milton Keynes or
Northampton instead of Wolverton. All of these train stations are less than 13 miles away
from the race track.
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SECTION B – NEED TO KNOW
Travel - GettingTo Silverstone - continued
Taxis are readily available at all rail stations.
For train times please click here
For all other transport enquires please contact Gordon Glenister, Director General Tel:
02038757942 Email: gordon@bpma.co.uk
VIP Visitors
No buyer/VIP information and details will be provided.
VAT / Prices
All prices mentioned in the manual are nett of VAT.
Vehicles in the Hall
Exhibitors must advise bpma at least two months in advance if intending to display a
vehicle on their stand in order to gain consent and complete documentation.
Velcro - See Shell Scheme Application.
Visitor List
Each exhibiting company will be emailed the names and addresses of delegates post-show
once data protection opt outs have been removed. To comply with Data Protection Law this
list will not include email addresses as no direct permission has been gained for third party
use.
Walkers - See Distribution of Publicity Material.
Wastage
It is not permitted for any exhibitor or contractor to leave any unwanted displays or material
of any kind when leaving site at the end of build-up or breakdown. Any costs incurred by
bpma in the removal and disposal of items left on site will be recharged to the exhibitor.
Water Features
Please contact the Organiser if you are planning any kind of water feature on your stand.
WIFI Access - See Internet.
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SECTION B – NEED TO KNOW
Work Tools including Power Tools
All tools being used in the construction of stands shall be fit for purpose. Where electrically
operated they shall be visibly marked as inspected and tested within the previous 12
months. Woodworking machinery shall be used with due consideration for the affect on
others nearby (noise and dust). Gangways are not to be turned into makeshift ‘work-shops’.
The use of routers is not appropriate due to the release of harmful dust in the process.
Working at Height
Where work at height is necessary, a risk assessment must be carried out to identify the
appropriate means of access, e.g. step ladders, zarges, mobile tower scaffold or powered
access equipment. The contractor, stand holder is responsible for ensuring that suitable
equipment is used.
See also Access Equipment.
Working Machinery
Machinery, engines and similar equipment exhibited on stands are subject to the Provision
and Use of Work Equipment Regulations 1998 (PUWER).
• A risk assessment must be carried out in order to ensure that any equipment being
demonstrated (e.g. operated as part of an exhibit) on a stand is inherently safe and does
not present a hazard to the operator of the equipment, other staff or visitors at any time.
• Details of all demonstration areas must be submitted to the organiser who will liaise with the
venue.
• Demonstration areas must be indicated on stand plans and, where necessary, must be
sound proofed.
• Machinery shall be electrically and mechanically disconnected, except if required for a
demonstration.
• Working machinery should only be demonstrated to interested parties where necessary and
not used as an attraction to the stand.
• Moving parts of machinery and other working equipment must be efficiently guarded to
protect both the public and the operator.
• All running machinery and other working equipment must be set back from the stand edge,
so as not to cause a hazard to staff and to accommodate visitors.
• All staff must have sufficient instruction and training to ensure that they are competent when
undertaking any demonstrations. Suitable PPE should be issued.
• All machines must be suitably guarded, as they would be in normal use. Where guards are
removed for display purposes, the following will apply:
• A strong and suitable see-through guard must be in place for the duration of the show.
• Distance barriers and screens may be required to protect visitors from harm. The risk
assessment will identify the type needed.
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SECTION B – NEED TO KNOW
Working Machinery - continued
• Barriers may be required.
• All exhibits must, where they are not sufficiently stable as free-standing models, be properly
secured to the floor of the stand or other structure.
• Floors on stands must be kept clear of articles or substances likely to cause persons to slip
or trip.
• All electrical conductors must be properly installed and adequately protected.
• Exhibits must be positioned so that at no time do they protrude into gangways.
• Precautions must be taken to ensure that dust particles, fumes etc. from working machinery
do not discharge into areas outside the stand.
• All stand personnel should acquaint themselves with how to use the appropriate firefighting
equipment as identified in the risk assessment and supplied on the stand, and with the
position of the nearest fire alarm location in the building.
• A charge may be made by the venue for provision of additional firefighting equipment.
Disclaimer
The information provided in this manual has been prepared by the Organisers to assist
Exhibitors in the presentation of their stand. Whilst every care has been taken to ensure that
the details are correct at the time of going to print, the Organisers shall not be liable or
responsible to any Exhibitor or any other person in respect of any inaccuracies or omission
in the information contained herein, nor shall they be responsible or in any way concerned
with any contract or agreement made by the Exhibitor with any person, firm or company
who is described as the ‘recommended’ Contractor of services or those services are
recommended in this Manual. E&OE.
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SHELL SCHEME - Octanor System Information
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The bpma Annual Awards
Dinner 2016
Following The bpma Show, The bpma Annual Awards Dinner 2016 will take place on the
night of the 14th September in the Brooklands Suite at Whittlebury Hall, Whittlebury,
Towcester, adjacent to Silverstone.
Once again the awards dinner will be the most glamorous and prestigious event of the
promotional calendar. Seating priority will be on a first come first served basis.
Your evening will feature a drinks reception, sumptuous three course dinner with wine
included, presentation of the bpma Annual Awards before you dance the night away to our
top class entertainment.
Further details and booking information will be announced shortly.
For ticket enquires or sponsorship details please contact:
Gordon Glenister, Director General
Tel: 01223 598488
Email: gordon@bpma.co.uk
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SHOW LEAD RECORDING - VISITOR DATA CAPTURE
Ensure you contact new customers speedily
At the press of a button, record the details
of potential customers visiting your stand
Pocket sized barcode scanner for hire
Simple, Slim &
Cordless, Battery
Powered, Mobile
Barcode Reader
Credit-card sized
Lightweight
Easy to use
Accurate reading
Why?
To record visitors
On an Exhibitor Stand or in Seminars or for
Competition entries
Negates the collection of business cards or
scrappy bits of paper!
You are exhibiting to bring your products to
the notice of new and returning customers.
How?
Point and click
Press the button and listen for the beep.
Add-on features
Additional Barcode
sheet
Code up to 40 additional barcodes to
personalise your data and categorise your
visitors ie: ‘send brochure’, ‘needs follow up
visit’,’ interested in product A’, etc.
How many?
As many as you
require
Provide 1 for each of the team on your stand to
create a competitive atmosphere!
Data
Format
Data is taken from the visitor registration form
or as supplied to us.
Data is provided as an Excel Spreadsheet.
When
Data is emailed after the show – usually within
1 working day. Data can also be provided at
the end of each day, on a USB stick or as a
print-out.
Use
Can be used for email broadcasting or
Mailmerge.
Ensures speedy contact with your potential
customers.
Show Data Systems Ltd
The Thames Wing, Howbery Park, Wallingford, OX10 8FD, UK
Tel: 44 (0) 1865 893560 Fax: 44 (0) 845 108 5398 Web: www.showdata.com
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Stands and Options at
The BPMA Show 2016
Optional packages for shell scheme can be ordered at
time of booking or added at a later date when choosing
from the exhibitor manual.
See floor plan for stand location details. All sizes shown
are in metres.
Shell Stand (yellow on plan) and Premium Shell Scheme
Stands (orange on plan).
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Stand Shell Scheme
Includes: The same shell scheme package is provided for both Standard & Premium
Stands. Premium stands are located in preferred/ key areas within the show. Standard and
Premium stands are therefore based on location. Both Standard and Premium Stands
include: shell walls, header board and stand carpet. May be open on one or two sides.
Optional extras: No furnishings or power are included. Discounted electrical
and furniture packages available. Upgrade with an Enhanced Shell Package.
For all other options, see exhibitor manual, available February 2016 or contact
us for details.
Sizes: 3 x 1, 3 x 2, 3 x 3, 3 x 4
Investment.
Standard Shell: £250 per square metre.
Premium Shell: £299 per square metre.
*Premium stands are located in preferred/ key areas within the show.
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Enhance Your Shell Stand
Upgrade your Standard or Premium
Stand to an Enhanced Shell Scheme.
Includes: Graphic panel and enhanced fascia included.
Optional extras: Optional extras: No furnishings or power included.
Discounted electrical and furniture packages available. For all other options,
see exhibitor manual which will be available February 2016 or contact us for
details.
Investment.
Premium Shell: add £49 per square metre.
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Turnkey Complete Booths
Ready to move straight in!
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PRODUCT BOOTH
MEETING BOOTH
Includes: 1 x electrical package, graphic
panel, 4 x shelves, large glass cabinet, 2 x
stools and 1 x poseur table.
Includes: 1 x electrical package, graphic
panel, 1 x set comfy seating, table, small
glass cabinet, literature rack.
Optional extras: See exhibitor manual
which will be available February 2016 or
contact us for details.
Optional extras: See exhibitor manual
which will be available February 2016 or
contact us for details.
Sizes: 3 x 1, 3 x 2, 3 x 3, 3 x 4
Sizes: 3 x 1, 3 x 2, 3 x 3, 3 x 4
Investment: Upgrade for just £550.
Investment: Upgrade for just £550.
Media Pod
Includes: Graphic panel, carpet, comfy seating, choose from display cabinet /
side table or cupboard and power.
Optional extras: See exhibitor manual which will be available February 2016
or contact us for details.
Sizes: 3 x 2
Investment: POA.
Please note that the halls are carpeted (grey) but if required the carpet colour can be changed by
laying floor flats, edging and carpeting on top. (POA). Electrics are run from above. For health and
safety reasons, cables and loose wiring cannot be run across stands, if required, cabling can be
pre-channelled within floor flats. (POA).
All prices are net of VAT.
All stands and types are subject to availability.
Exact layout, positioning, composition and inclusion of items shown may vary, contact us for details.
For all enquires please contact Gordon Glenister, Director General Tel: 01223 598488 Email:
gordon@bpma.co.uk
Or
Steve Lindsey, Lincoln West Email: steve@lincolnwest.co.uk Tel: 01732 525950 to discuss.
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Graphics
SYSTEM INFILL PANELS
Full colour, single sided foamex graphic infill panels mounted directly within Octanorm Shell
Scheme System metalwork (as per adjacent visuals).
System Infill Panel Dimensions
2354mm (H) X 970mm (W)
Panel - Seen Size (Between the Metalwork) 2340mm (H) X 950mm (W)
Full Colour Single Sided Graphic Panel as per above specification.
£125.00 per Foamex Panel (Full Height) – Plus VAT.
All artwork to be pre-prepared and supplied by exhibitor.
SYSTEM SEAMLESS PANELS
Full colour, single sided foamex graphic seamless panels mounted directly to Octanorm Shell
Scheme System metalwork via pvc extruded clip system secured to System upright poles.
System Seamless Panel Dimensions
2420mm (H) X 1000mm (W) – Approx.
Full Colour Single Sided Graphic Panel as per above specification.
£175.00 per Foamex Panel (Full Height) – Plus VAT.
All artwork to be pre-prepared and supplied by exhibitor.
See forms in this manual or contact: Lion Exhibition Services Ltd | Milo House, 34 Greenfields
Rd, Walsall, WS4 1RS | W: www.lionexhibitions.com | E: info@lionexhibitions.com
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