Exhibitor Manual Wednesday June 11, 2014 London, UK

Exhibitor Manual
Wednesday June 11, 2014
London, UK
Esri UK Annual Conference 2014
Exhibitor Manual
1
Contents
Contents .................................................................................................................................................. 2
Introduction ............................................................................................................................................ 3
Contacts .................................................................................................................................................. 4
Schedule .................................................................................................................................................. 5
Check List ................................................................................................................................................ 6
The Package ............................................................................................................................................ 7
A – Z of Additional Exhibition Information ............................................................................................. 8
Appendix 1 – Company Profile.............................................................................................................. 13
Appendix 2- Exhibition Pods ................................................................................................................. 14
Appendix 3 – Exhibition hall floor plan ................................................................................................. 17
Appendix 4 – Exhibitor terms and conditions ....................................................................................... 18
Appendix 5 - Copy of Risk Assessment ................................................................................................. 20
Appendix 6 – Delivery labels ................................................................................................................. 21
Appendix 7 – Collection labels .............................................................................................................. 22
Appendix 8 – Lift dimensions for QEII Conference Centre ................................................................... 23
Esri UK Annual Conference 2014
Exhibitor Manual
2
Introduction
Thank you for exhibiting at the Esri UK Annual Conference 2014.
Please take some time to thoroughly read this Exhibitor Manual and ensure that you are fully
prepared to maximise opportunities, to share your technology and to network with delegates.
This Exhibitor Manual will provide you with detail on requirements, deadlines, marketing
opportunities and logistics for the conference.
During the weeks leading up to the conference Esri UK will promote your involvement through
email updates, social media, media partnered websites and through the conference website.
Maximise your involvement in the conference by posting the link and logo on to your websites and
within your communications:
http://www.esriuk.com/conference2014
We wish you every success at the Esri UK Annual Conference 2013 and if you have any queries,
please contact me.
Kind regards
Donna Taylor, Marketing Executive
E: events@esriuk.com
T: 01296 745666
Esri UK Annual Conference 2014
Exhibitor Manual
3
Contacts
Esri UK
Marketing Executive
Donna Taylor
PR & Corporate Communications Manager
Sarah Webb
E. dtaylor@esriuk.com
T. 01296 745666
E. swebb@esriuk.com
T. 01296 745547
Queen Elizabeth II Conference Centre
Event Manager
Steve Lynn
E. steve.lynn@qeiicc.co.uk
T. 020 7798 4086
Exhibition Suppliers
B2 Exhibition Supplies
Exhibition Services Contractor
Pod optional extras
Esri UK Annual Conference 2014
Exhibitor Manual
Jeremy Boyce
E: jeremy@b2exhibitions.co.uk
T : 01708 344668
M: 07515 806975
F: 01708 386893
Please use order form - Appendix 4
4
Schedule
Tuesday 10 June 2014
Exhibitor Set Up
14:00 – 18:00
Set Up
07:00 – 08:00
Exhibition Open
09:00 - 17:00
08:00 – 18:00
Drinks Reception
17:00 - 18:00
Break down
18:00 – 20:00
Wednesday 11 June 2014
Exhibition in
Benjamin Britten Lounge
Presentation times
Esri UK Annual Conference 2014
Exhibitor Manual
Exhibitors must be set up promptly
for the exhibition opening.
All exhibition equipment must be
removed from the exhibition hall and
collected from the venue by the close
of breakdown.
5
Check List
ACTIVITY
DEADLINE
Invoice paid in full
Your exhibitor fee, must be paid prior to the conference and Esri UK
reserve the right to refuse access to the stand space without
confirmation of payment. See Appendix 4 for terms & conditions
Company description - Appendix 1 – email events@esriuk.com
Prior to Tuesday 11
June
Company logo – Please email your logo to events@esriuk.com
9 May 2014
Graphic artwork on exhibitor pod and to order optional extras –
Please send direct to B2 Exhibition Specialists – via order form – see
Appendix 2
Please ensure you cc events@esriuk.com
Exhibitor Passes – register your Staff Online
16 May 2014
Copy of Risk Assessment form - Appendix 5
All Exhibitors – Please email events@esriuk.com
Copy of Public Liability Insurance
All Exhibitors - Please email events@esriuk.com
Delivery of your exhibition materials to venue.
Please use delivery note – Appendix 6
30 May 2014
Collection of your exhibition materials
Please use collection note – Appendix 7
11 June 2014 (after
6pm) or 12 June
2014
COMPLETED
9 May 2014
30 May 2014
30 May 2014
10 June 2014
NB. Failure to meet deadlines may result in missed opportunities.
Esri UK Annual Conference 2014
Exhibitor Manual
6
The Package
It couldn’t be more simple …
•
•
•
•
•
Provided
Each Esri Partner will be provided with a built exhibition stand containing graphics panels,
lockable storage and a demo station. No need to bring your own graphics.
Submit your graphics to B2 our exhibition supplier and they will print these onto your
exhibition stand. Complete your information and submit your graphic files by the deadline
dates in the exhibitor manual.
Turn up on the day ‐ bring your laptops and demos, brochures and business cards.
Engage the delegates and demonstrate your joint capability.
Contact us if you need to include anything else!
All packages include:
• No limit on delegate passes for your employees.
• Logo, description and link to your website on the conference website.
• Logo, description and link to your website in conference programme.
• Recognised in the opening and closing plenary.
• Coverage in promotional campaigns.
• Inclusion in our Annual Conference app (more details to follow).
• List of delegates, post event – from those who have opted‐in to share information.
Not included in your package:
• Accommodation or transport costs
• Shipment costs
• Storage costs
• Optional extras for pod
• Extra AV requirements
Esri UK Annual Conference 2014
Exhibitor Manual
7
A – Z of Additional Exhibition Information
Advertising
As part of your exhibitor package the following is included:
•
Logo, description and link to your website on the conference website.
•
Logo, description and link to your website in conference programme.
•
Logo, description and link to your website in conference app (more information to
follow)
Please provide your logo and 50 word company description by 9 May 2014
Audiovisual Equipment
If you require additional AV equipment, B2 Exhibition Specialists can provide laptops, screens and
other optional extras. Please complete the order form – Appendix 2 by 16 May 2014
Car Parking
The Queen Elizabeth II Conference Centre is pleased to be able to offer all exhibitors/delegates
discounted parking with Q-Park, their preferred parking partner. The Q-Park Westminster car park is
located just a short distance from The QEII Conference Centre in Great College Street, SW1P 3RX.
Discounts of 10% are available on pre-booked parking. To receive your discount please visit:
www.q-park.co.uk and enter the promotional code ‘QEII’ when making your booking in the pre
booking area. Alternatively please click on the following link:
https://bookings.parkmagic.net/cpreservations/booking.aspx?mi=140&cp=73&pc=QE11&ds=1
Other car parks near to the Centre are:
•
•
•
National Car Park, Semtey Place, London. SW1 – Tel: 0845 050 7080
Q-Parks,Whitcomb Street, London. WC2 – Tel: 020 7839 5858
Q-Parks, Spring Gardens, Trafalgar Square – Tel: 020 7930 1565
Catering
All refreshment breaks and lunch are inclusive to exhibitors and delegates and will take place in the
exhibition area - The Benjamin Britten Lounge.
Cloakroom
A cloakroom is located on the ground floor behind the registration desks and will be staffed by QEII
Conference Centre staff.
Company Profile Submission
Please complete your 50 word description for the website and for the conference programme.
Please email this, with your company logo to events@esriuk.com
See Appendix 1
Deadline - 9 May 2014
Esri UK Annual Conference 2014
Exhibitor Manual
8
Delivery and Collection
Delivery
All deliveries must be made at the Loading Bay in Storey's Gate.
Please ensure that you use the delivery note provided - Appendix 6
Please note you cannot park at the Loading Bay, as it is for deliveries and collections only.
The Centre is unable to accept responsibility for any delay/loss to exhibitors that may occur.
Esri UK staff members will be on site at the registration area should you have any questions or
requests.
Collection
Equipment must be taken from the exhibition hall (Benjamin Britten Lounge) at the close of the
exhibition on Wednesday 11 June, 18.00 – 20:00 or within 24 hours after the conference and taken
directly to the Loading Bay.
All boxes will need to be clearly labelled for ease of collection. Please ensure that you use the
collection note provided - Appendix 7
Esri UK and The QEII Conference Centre will do our very best to ensure items delivered or collected
either side of the event are kept safe, although we are not able to guarantee the safety of
equipment on site left unattended. All equipment is left at the exhibitors own risk.
Please can you contact the Steve Lynn at the QEII Conference Centre if you have equipment that
requires a large lift, as you will need to use the Mews Lift which can be accessed via the East Side.
Please see dimesions of the lifts in Appendix 8.
Exhibitor Badges
Deadline for registration is 30 May 2014
Register your staff attending as exhibitors by clicking on this link:
www.esriuk.com/conference2014/registration
Exhibition Pod
Each pod includes a 2.5m x 1.0m wide wall panel, fitted with an applied exhibitor logo and light to
the top of the wall panel. The custom built counter featuring a ‘D’ shaped work surface. To the rear
of the wall panel there is a further light and 500mm x 500mm graphic panel.
Two high stools and a freestanding brochure holder is also included.
Deadline for artwork is 16 May 2014. See Appendix 2 for more information and to order optional
extras.
Exhibition Floor Plan
For the Exhibition floor plan please see Appendix 3.
Please note that Esri UK will allocate your stand and will send you a more detailed plan prior to the
conference.
Esri UK Annual Conference 2014
Exhibitor Manual
9
Health and Safety
Emergency Procedures
Participants will be given details of emergency procedures applicable to the display halls when
onsite. Please ensure that all stand personnel are fully briefed and understand the procedures.
Fire Regulations - Stand materials
All materials used for decorating and covering the stands, including furnished textiles, drapes, table
coverings, artificial flowers, etc, must be of non-flammable material.
Fire exit routes and gangways
The fire and safety laws and regulations applicable to QEII Conference Centre must be strictly
observed. Aisles and fire exits may not be blocked by displays.
Outbreak of fire
Anyone discovering an outbreak of fire, however small, must make immediate use of the nearest fire
alarm. Attack the fire with the appliances provided, if you can do so without personal risk. It is the
Participant’s responsibility to ensure that at least two people on the stand are familiar with the use
of fire extinguishers.
First Aid
There is a fully equipped First Aid room on the ground floor, however it is not permanently staffed.
Should you require first aid assistance please contact a member of the QEII Conference Centre staff
or an employee from Esri UK.
Insurance
Please submit a copy of your Public Liability Insurance to events@esriuk.com, no later than 30 May
2014.
Whilst every precaution is taken to protect your property during the event, the organiser is not
responsible for any loss or damage. Please ensure you have adequate insurance cover.
Internet
Wireless internet access is free to all exhibitors. The access details will be provided on the day of
the event.
Press and Publicity
If you have any news or press information that you would like us to help you publicise in advance
please email your opportunity to Sarah Webb, PR & Corporate Communications Manager, Esri UK,
swebb@esriuk.com, t. 01296 745547.
Refreshments
Refreshments will be provided within the exhibition hall for all exhibitors, delegates and presenters.
Refreshments include tea, coffee, water and lunch.
Risk Assessment
Please submit a copy of your Risk Assessment form to events@esriuk.com, no later than 30 May
2014. – Appendix 6
Esri UK Annual Conference 2014
Exhibitor Manual
10
Security
Whilst Esri UK will be taking all reasonable precautions during build up and breakdown, it is strongly
recommended that Laptops, bags and personal valuables are not left unattended on your stand or in
view during the conference open hours at any time.
To assist the security personnel onsite Exhibitors and Delegates are required to wear their official
Conference badge at all times.
Terms and Conditions
By agreeing to an Exhibitor opportunity at the Esri UK Annual Conference 2014, you agree to the
terms and conditions of the event. These can be referenced through Appendix 5.
Esri UK Annual Conference 2014
Exhibitor Manual
11
Venue
QEII Conference Centre
Broad Sanctuary
Westminster
London
SW1P 3EE
T: 020 7798 4000
How to find the QEII Conference Centre >>
Map
Getting to the Conference:
By Tube:
Westminster Station (0.1 miles): Exit the station via Exit 6 through the underground tunnel towards
Parliament Square. You will come to a street level on Whitehall. Turn left into Parliament Square,
cross the road ahead of you then turn right into Broad Sanctuary. The Centre is on your right,
directly opposite Westminster Abbey.
St. James Park Station (0.1 miles): Take the Broadway exit from the tube station and walk straight
down Tothill Street. At the end of this street turn left and you will see the Centre directly in front of
you.
Victoria Station (0.7 miles): Exit from the front of the station, turn right and walk down Victoria
Street. At the end of Victoria Street is Broad Sanctuary, the Centre is on the left, opposite
Westminister Abbey.
By Bus:
Buses 11, 24, 53, 77a and 88 all stop at Parliament Square. The Centre is just to the west of the
square, directly opposite Westminster Abbey.
By Train:
Walking from Charing Cross (0.7 miles): Exit the front of Charing Cross Station and turn left towards
Trafalgar Square. Turn left down Whitehall and continue until Parliament Square. Follow Parliament
Square around to the right and turn right onto Broad Sanctuary. The Centre is on your right directly
opposite Westminster Abbey.
Walking from Victoria (0.7 miles): Exit the front of Victoria Station, walk across the bus stand area
and turn right onto Victoria Street. Continue along Victoria Street until you reach Westminster
Abbey. The Centre is on your left, directly opposite the Abbey.
Walking from Waterloo (1 mile): Exit the station onto York Road. Turn left and walk to the
roundabout with County Hall Hotel on your right. Cross York Road and take Westminster Bridge
Road on your right. Cross the bridge to Parliament Square and follow Parliament Square around to
the right. Turn right onto Broad Santuary. The Centre is on your right directly opposite Westminster
Abbey.
By Air:
It will take you 45 minutes to an hour to reach the QEIICC on public transport from any of London's
airports.
The exhibition area is in the Benjamin Britten Lounge which is on the third floor. Lifts can be found
to the right of the registration desks in the entrance to the QEII Conference Centre.
Esri UK Annual Conference 2014
Exhibitor Manual
12
Appendix 1 – Company Profile
Esri UK Annual Conference 2014
June 11 2014
Please complete this form to submit your company profile information for the conference website
and conference programme or email the details in the main body of an email together with your
company logo to events@esriuk.com.
Please ensure you submit your company description to no more than your allocated word limit. Esri
UK reserve the right to edit descriptions that are over the word limit without reference back to
exhibitor.
Deadline - 9 May 2014
Name:
Organisation name:
Company description:
Esri UK Annual Conference 2014
Exhibitor Manual
13
Annual Conference 2014
Exhibitor Pod Optional Extras Order Form
ESRI UK Annual Conference 2014 – Optional Extras Order Form
Pod Description
Your exhibitor pod is shown below. This includes a wall panel, coupled with a lockable counter
and worksurface. To the front of the wall panel, we will apply your company logo and to the rear
of the wall panel, a 500mm x 500mm graphic panel. The stools and brochure holder that are
shown are included; however the screen and laptop that are shown are NOT included.
If you would like to order a brochure holder, screen or laptop for your pod, you can complete the
form on the following page and return it to b2 Exhibition Specialists for processing.
You can also opt for a larger graphic panel to be fitted to the rear of the wall panel by completing
the form on the following page.
Card payment details are included on the form, however if you would prefer to receive an invoice
for cheque payment or bank transfer, please tick the relevant box.
This order form must be returned to Emma Delaney at b2 Exhibition Specialists (emma@b2exhibitions.co.uk) by the 16th May 2014. Please note that we also require your company logo (in
.eps or .ai format) and your rear wall graphic (whichever size you opt for) in print ready PDF
format by the same date. If you have any questions, please contact Emma at b2 Exhibition
Specialists by email or telephone – 01708 344668.
2
ESRI UK Annual Conference 2014 – Optional Extras Order Form
EXHIBITOR NAME &
ADDRESS:
TELEPHONE NO:
EMAIL ADDRESS &
CONTACT NAME:
Description:
32” LCD screen
QTY
Price
£170.00
Professional laptop c/w MS Office
£140.00
Increased graphic size from 500mm x
500mm to 1000mm wide x 1000mm high
Increased graphic size from 500mm x
500mm to 1000mm wide x 2500mm high
£45.00
TOTAL
£135.00
SUBTOTAL
VAT @ 20%
TOTAL
Please mark an ‘X’ in the relevant box below to advise how you would like to pay.
Cheque Enclosed (Must be made payable to b2 Exhibitions Limited)
Bank Transfer/BACS Payment
Card Payment
MasterCard
Card No:
Security Code:
Valid From:
Name On Card:
Visa
Maestro
Switch
Issue Number:
Expiry Date:
3
Appendix 3 – Exhibition hall floor plan
Esri UK Annual Conference 2014
Exhibitor Manual
17
Sponsor and Exhibitor Agreement
Terms and Conditions
1. Agreement for Space
1.1 The organisation detailed in the
Sponsorship and Exhibitor Booking Form
(“Exhibitor”) shall submit an application for
exhibit space no later than 12th May 2014 to
ESRI (UK) Limited, whose registered address is
Millennium House, 65 Walton Street,
Aylesbury, Bucks HP21 7QG, registered in
England & Wales under number 1288342
(“Esri UK”). Exhibitor shall provide its logo and
corporate description in accordance with the
Sponsorship and Exhibitor Booking Form (the
“Booking Form”).
1.2 The completion and submission of the
Booking Form by the Exhibitor (when
accepted by Esri UK by notice of space
assignment) constitutes an agreement for the
right to use the space subject to the terms of
the Booking Form and this Sponsorship and
Exhibitor Agreement (collectively, the
“Agreement”).
1.3 Esri UK retains the right to determine the
eligibility of any company as an Exhibitor, or
the eligibility of any product for exhibit, for
whatever reason.
1.4 Neither Esri UK nor the venue owners (or
their respective agents or employees)
(collectively “Hosts”) shall be liable for
damages or loss arising from Esri UK’s
exercise of 1.3 above.
2. Application/Agreement and Right of
Refusal
2.1 Payment for the sponsorship or exhibitor
package is required 30 days from invoice OR if
ordered within 30 days of the date of the
conference payment is due with the order.
Failure to pay in accordance with this
provision may result in the exhibition space
being reallocated to another exhibitor.
2.2 Esri UK may, in its sole judgment, within
thirty (30) days of receipt, reject the
Exhibitor’s application, in which case any fees
submitted by the Exhibitor to Esri UK will be
returned. Esri UK will not be liable for any
damages or costs incurred by such rejection.
Esri UK reserves the right to take action as
necessary to ensure compliance with the
terms of the Agreement.
3. Liability and Insurance
3.1 The Exhibitor shall be liable and
responsible for all software programs, data,
equipment, brochures, materials, exhibits,
and other property (“Show Materials”) of the
Exhibitor, its employees, contractors, or
agents at all times.
3.2 Hosts assume no liability whatsoever for
loss or damage through any cause, of Show
Materials or other goods, hand-carried items,
exhibits, or other materials owned, rented, or
leased by the Exhibitor. If insurance for such
loss or damage is desired, it must be obtained
independently by the Exhibitor and at the
Exhibitor’s sole cost.
7.1 Exhibitors shall not, in any way, assign,
sublet, share, or apportion all or any part of
the exhibit space allotted to any other party
without the prior written consent of Esri UK.
3.3 Exhibitor will, to the extent allowed by
law, indemnify Hosts against, and hold them
harmless from any and all claims, actions, or
liabilities whatsoever resulting from the act,
omission, default or negligence of the
Exhibitor, it’s employees, contractors and
agents, including, but not limited to, personal
injury (other than that caused by Hosts own
negligence) or loss or damage to equipment,
materials, or exhibits.
8. Legal compliance and use of Exhibit Space
8.1 Exhibitor must comply with all laws and
regulations. In addition, Exhibitor shall comply
(and ensure its employees or agents comply)
with any rules, requirements or regulations
notified to Exhibitor by the Hosts including
any health and safety requirements and the
Exhibitor Manual.
3.4 Each Exhibitor must have in place
adequate insurance (including but not limited
to public liability insurance and employer’s
liability insurance) to cover its obligations
under the Agreement. Esri UK reserves the
right to verify that the Exhibitor has in place
such adequate insurances.
4. Cancellation by Exhibitor
4.1 Once registered, Exhibitor may cancel by
providing Esri UK with written notice 14
(fourteen) days prior to the first day of the
event. Exhibitor shall not be entitled to a
refund where a notice of cancellation is
received by Esri UK after this date.
5. Shipment and Installation of Exhibits
5.1 After receipt and acceptance of a signed
Booking Form, receipt of the relevant fees,
and on evidence that Exhibitor has suitable
insurance in place, an Exhibitor Manual will
be sent to each Exhibitor in advance of the
event (unless the receipt of the Booking Form,
fees or evidence of insurance is not received
within a reasonable time prior to the event, in
which case Esri UK will make reasonable
efforts to ensure that the Exhibitor receives
the Exhibitor Manual prior to the event).
5.2 Recommended suppliers will be identified
in the Exhibitor Manual for the supply of
services and materials for exhibit area décor.
The recommended suppliers’ information and
requirements will be set forth in the Exhibitor
Manual. Unless otherwise agreed in writing,
Exhibitor may only use those contractors
identified by Esri UK as recommended
suppliers in the Exhibitor Manual. Esri UK is
not responsible for any of the services
performed or materials delivered by any
contractor whether detailed in the Exhibitor
Manual or not. No exhibitor shipments will be
accepted by the Hosts.
6. Exhibit Hours
6.1 The exhibit hall will be available for setup
and attendance during the hours set forth in
the Exhibitor Manual.
7. Multiple Exhibitors in Same Space
Sponsor and Exhibitor Agreement Terms and Conditions v110214
8.2 In addition, Exhibitors must comply with
the following:
8.2.1 Signage: signs attached to the exhibit
fixture are permitted to a maximum height of
their exhibit area. Please refer to the Exhibitor
Manual for exact height restrictions.
8.2.2. Esri UK reserves the right to restrict
exhibit area activity noise, operation, or
materials that, in Esri UK's opinion, unduly
interfere with other Exhibitors or event
operation. Failure of the Exhibitor to comply
with the Host’s instructions may result in
termination of that activity, operation or
materials; in such circumstances no
reimbursement of fees will be made to the
Exhibitor.
8.2.3 Sale of equipment and services in
exhibit area: no sales that result in the
exchange of merchandise and/or money are
permitted in the event facility without Esri
UK’s prior written approval.
8.2.4. All items to be given to attendees as
"giveaway items" must have the prior written
approval of Esri UK. Esri UK reserves the right
to prohibit distribution of any items not
previously approved.
8.2.5. All activities must be confined to the
Exhibitor's assigned exhibit area. Distribution
of literature or promotional items outside the
confines of the contracted exhibit area is
prohibited without prior written approval
from Esri UK.
8.2.6. Exhibitors may not conduct raffles,
prize drawings, or other such activities
without prior written approval from Esri UK.
Exhibitor must not solicit for money any
person using the venue.
8.2.7. Exhibitor agrees not to sponsor group
functions, such as speeches, hospitality suites,
or other activities, during exhibit hours that
conflict with any officially programmed
conference event.
Sponsor and Exhibitor Agreement
Terms and Conditions
8.2.8. No helium balloons may be offered or
displayed as part of the exhibit unless
specifically permitted by Esri UK.
8.2.9. Meetings or other sales-type activities
in the exhibit hall during setup, prior to, or
after Exhibit hours, are not permitted.
8.2.10. Only registered conference attendees
are invited to attend the conference unless
Hosts issues "exhibit only" or "visitor" passes.
8.2.11. Food items, liquor, beverages and
other refreshments are prohibited from being
brought into the venue.
8.2.12. Each Exhibitor may display only the
services or goods as identified on the
Exhibitor's registration form. Exhibitors shall
comply with Esri UK’s reasonable objections
and instructions regarding the display or
promotion of products or services.
8.2.13. All exhibit staff must wear business
attire and conduct themselves in a
professional manner at all times.
8.2.14 No film, videos or photos may be taken
of the interior of the venue without the
written permission of Hosts.
8.3 Failure by Exhibitor (including exhibitor's
agents, employees, and contractors) to
comply with any of the provisions of this
agreement may result in the immediate
removal of exhibitor from the conference in
its entirety or any part thereof as Esri UK, in
its sole discretion, decides. Exhibitor will be
liable for all related costs and expenses.
9. Minimum Age Policy
Minors’ attendance must be specifically
approved by Esri UK prior to the event.
10. Fire, building or health and safety
regulations
10.1 All Exhibit decorations and materials
must conform to any applicable fire, building
or health and safety regulations or laws.
10.2 Combustible or explosive materials and
substances may not be used. Exhibitor must
not bring into the venue any hazardous
substance, article or equipment. If any such
items may be hazardous then Exhibitor shall
ensure that any requirements imposed by law
or by Hosts in relation to its transportation,
storage, or use are complied with.
10.3 All packing materials must be removed
from the exhibit area and stored in an
appropriate area.
11. Care of Premises
11.1 Exhibitor shall ensure that no materials
are pasted, nailed, or otherwise affixed to the
structure, surfaces or other contents of the
venue in a way that might mark, soil, deface
or damage the venue’s structure, contents,
equipment or furnishings.
Damage or cleaning of exhibit space or any
part of the exhibit hall caused by the
Exhibitor, it employees, agents or a contractor
engaged by the Exhibitor is the full
responsibility of the Exhibitor.
11.2 Before leaving the venue, Exhibitor shall
ensure that its exhibit area is clean,
undamaged and free from rubbish. It shall
remove any items brought into the venue by
it.
11.3 If Exhibitor fails to comply with this
clause 11, Hosts may do all that is necessary
to ensure compliance. Such actions shall be at
Exhibitor’s expense.
12. Exhibitor Identification Badges
12.1 Exhibitor Identification Badges
(“Badges”) will be furnished to designated
Exhibitors and will be available at the
registration desk on the first day of the
exhibition.
12.2 Badges shall be visibly displayed by all
Exhibitor representatives at all times within
the exhibit area. During setup and teardown,
special badges may be assigned only to those
responsible for exhibit construction, if
needed. These badges will not be valid during
regular conference hours.
12.3 Badges are allocated at exhibitor
registration and are non-transferable
between attendees.
12.3 Badges must be worn at all times.
13. Exhibitor-Appointed Contractors
13.1 Any Exhibitor using an independent
contractor agrees to defend, indemnify, and
hold harmless Hosts and other exhibitors
from any and all liability for any act or
omission by the independent contractor
causing damage to the venue, the venue’s
contents, exhibitor’s property and/or any
personal property.
13.2 Any Exhibitor using the services of an
independent contractor assumes all liability
for the acts of that contractor under this
contract. The Exhibitor agrees to provide all
outside contractors working for them with a
complete copy of event rules and regulations,
as well as ensure their activities conform to
same.
14. Undesirable Activities
Exhibitor may not promote or distribute
promotional material regarding other trade
shows or conferences that are not held in
conjunction with the event without Hosts’
written consent.
Sponsor and Exhibitor Agreement Terms and Conditions v110214
15. Force Majeure
A party shall not be liable to the other if it is
prevented from the performance of its
obligations under this Agreement (except
payment obligations) by an event that arises
from or is attributable to acts, events,
omissions or accidents beyond its reasonable
control. A party that claims to be affected by
such matters will promptly notify the other
party.
16. Law and Venue
This Agreement shall be construed under the
law of England and Wales and the parties
hereby agree to submit to the exclusive
jurisdiction of the English Courts.
Appendix 5 - Copy of Risk Assessment
RISK ASSESSMENT
Esri UK Annual Conference 2014
June 11 2014
Organisation Name:
RISK ASSESSMENT No. 001
DATE OF RISK ASSESSMENT:
Assessors Name: < Firstname and surname >
Hazard:
To whom:
Example:
Manual Handling
Staff
Uncontrolled Risk
Severity x Likelihood =
Risk Rating
2
2
Med
Residual Risk:
Severity x Likelihood =
Rosk Rating
2
1
Low
Control Risk By:
Recommended Kinetic
lifting techniques to be
used at all times.
Boxes and items to be
packed to a reasonable
weight limit.
Esri UK Annual Conference 2014
Exhibitor Manual
Further Action
Required
Mechanical handling
device to be used
whenever possible i.e.
trolley, pump trucks,
sack truck.
20
Appendix 6 – Delivery labels
DELIVERY NOTE
PLEASE NOTE THAT THE CENTRE IS UNABLE TO ACCEPT RESPONSIBILITY
FOR ANY DELAY/ LOSS THAT MAY OCCUR
DELIVERY ADDRESS:
The Queen Elizabeth II
Conference Centre
Storey’s Gate Loading Bay
Westminster
London SW1P 3EE
EVENT MANAGER: Steve Lynn (ext.4086)
EVENT TITLE:
_________________________________________
EVENT DATE:
_________________________________________
EVENT ROOM(S):
_________________________________________
STAND NO. / NAME:
_________________________________________
NUMBER OF ITEMS:
_________________________________________
Esri UK Annual Conference 2014
Exhibitor Manual
21
Appendix 7 – Collection labels
COLLECTION NOTE
PLEASE NOTE THAT THE CENTRE IS UNABLE TO ACCEPT RESPONSIBILITY
FOR ANY DELAY/ LOSS THAT MAY OCCUR
ITEMS NOT COLLECTED FROM THE STOREY’S GATE LOADING BAY WITHIN
48 HOURS OF THE EVENT WILL BE DISPOSED OF WITHOUT FURTHER
NOTIFICATION
EVENT MANAGER: Steve Lynn (ext.4086)
EVENT TITLE:
EVENT DATE:
CONTACT NAME/ DELIVERY ADDRESS:
CONTACT TELEPHONE NUMBER:
NUMBER OF ITEMS:
______________________________
Esri UK Annual Conference 2014
Exhibitor Manual
22
Appendix 8 – Lift dimensions for QEII Conference Centre
Esri UK Annual Conference 2014
Exhibitor Manual
23