We would like to warmly welcome you to The Footman James Classic Car Show Manchester.

Transcription

1 Exhibitor Guide 1

2 Welcome We would like to warmly welcome you to The Footman James Classic Car Show Manchester. We want your experience of working with us to be as positive as possible and we will be available to assist you every step of the way. This document is designed to provide you with all the essential information to help you plan your participation from pre-show promotional activity through build up, open period and breakdown. It does not however attempt to replicate the full and comprehensive rules and regulations that apply to exhibiting at EventCity and other national venues and it is recommended you download the E-guide for events in UK Venues, from the exhibitor hub as we will make reference to them a number of times in the manual. We hope you find this document useful, but please do not hesitate to call a member of the team with any queries you may have. Equally for those of you who will be commissioning designers and contractors to help you create your stands, please pass on our details to them as we are here for them too. The show team has a deep understanding of event creation best-practise which will help make The Footman James Classic Car Show Manchester THE showcase for the Classic Car scene in the North. We wish you a safe, profitable and fun show! Yours sincerely Andy Rouse Show Director 2

3 Contents: Page Exhibitor Forms Check List 4 Contacts List 5 Build Up/Breakdown 6 Show Timings 6 Shell Scheme Information 7/8 Space Only Information 9 General Information Page 3

4 Exhibitor Check List This checklist provides an at-a-glance summary of the main actions you must take to ensure a smooth run-up to FJMCCS, together with a schedule that indicates the latest date by which each action should be completed. Actions Deadline All Exhibitors Provide logo and profile for Exhibitor listing (not compulsory but it s free publicity) To: andy@amrevents.co.uk ASAP Health & Safety Declaration Compulsory for all 24 August 2018 Send Proof of Public Liability Cover Compulsory for all 24 August 2018 Electrics order form - Optional 24 August 2018 Carpet Order Form - Optional 24 August 2018 Shell Scheme Exhibitors Advise of Shell Scheme Name Board (unless we hear otherwise we will assume the name we have you booked under is to be the name on the shell fascia) 24 August 2018 Contractors Space Only Contractors: S/O Stand checklist form, Stand Plans, Risk Assessments, Method Statements (this only applies to stands/exhibitors employing contractors to design and build bespoke stands) 24 August

5 Contact Everything show-related in the first instance to Andy Rouse AMR Events Ltd Tel: Mobile:

6 The Footman James Classic Car Show Manchester 2018 Timings: Build Up Friday 14 th Sept (noon) 20:00 Open Hours Saturday 15 th Sept 10:00 17:00 (Exhibitor access 08:00 09:30 & 17:15 18:00) Sunday 16 th Sept 10:00 17:00 (Exhibitor access 08:00 09:30 & 17:15 18:00) Breakdown Sunday 16 th Sept 17:30 20:00 No exhibit or stand fittings may be removed or dismantled before the close of the show on the final day of the exhibition. Breakdown will start approx. 30 minutes after the close of the show (or sooner if the organisers and the venue are satisfied that there are no public or under 16s remaining in the halls) Please ensure all stands, unused marketing collateral and waste are removed from the hall. The organisers will dispose of any significant materials or waste left on stands and charge back to the exhibiting company/organisation. Please note: failure to complete build or breakdown of stands within the set time period could result in charges for out of hours working. Please contact Andy Rouse at the earliest opportunity if you believe you may require longer working hours. 6

7 Shell Scheme Exhibitors Lion Exhibitions is the appointed contractor for all shell scheme stands. Upgrades to the above package can be made at additional cost. Shell Scheme Details Octanorm is a modular stand system, comprising of foam PVC wall panels and aluminium beams. The full height of a standard Octanorm stand is 2.5m high, full panel details are shown below. Fascia panels are provided on open sides supported by aluminium posts at the corners and at mid-points when stands fascia span over 4 metres. The shell scheme is completed by a diagonal grid of aluminium ceiling beams to give the structure rigidity and provide fixing points for lighting. Decorating your Stand If you wish to attach graphics to the panels of your shell scheme, we suggest using doublesided lo-tack Velcro or sticky pads, which will not damage the panels of the stand (charges will apply for damaged panels). Please note that nothing must be attached to the metalwork or fascia. Exhibitors must not glue, paint, staple, screw, nail or pin the panels to the stand or stick anything to the metalwork. Exhibitors must not use the ceiling grid system to hang any items. Any damage caused to panels or metalwork, will be charged. Please ensure your stand does not extend into the gangways. Bespoke Graphics Service for Shell Scheme Stands Lion Exhibitions offer a full graphics production service and has a range of options to help create a custom look for your stand interior. 7

8 For any queries or upgrades on shell scheme please contact Tony Holden at Lion Exhibitons: to discuss your ideas and requirements. Panel Sizes Display size Actual panel size Display (visible size) Full width panel 970mm wide x 2360mm high 950mm wide x 2340mm Half width Panel 475mm wide x 2360mm high 455mm wide x 2340mm Dwarf Panel 970mm wide x 1060mm high 8

9 Space Only Exhibitors Space only contracts are based on the organiser providing a marked-out space on the hall floor and the exhibitor organising all elements of their stand themselves. There will be no floor covering, back or side walls provided for your stand (unless specifically pre-arranged), therefore should you be back-to-back with another stand you are both responsible for providing a back/dividing wall between the stands to a minimum height of 2.5m and a maximum height of 4m depending on the height of your stand. Equally if you are building to 4m and your neighbour(s) is building to only 2.5m you will be responsible for cladding the rear of your stand from 4m down to 2.5m in a neutral colour. The aisles, shell scheme-stands and feature areas may have a floor covering. Please do not stick anything to or damage the flooring or walls of the exhibition hall. If you are using carpet tape yourselves then only ever use NEC Approved (google it) exhibition carpet tape. If you damage the floor by (say) using the wrong tape, the venue will charge you 10 per linear metre/ 25 per hour to reinstate. Where platforms are used the corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards. The gangway must not be infringed in any way. Cables cannot be run under carpet, unless underlay is used. Any space only exhibitors planning custom build stands should read and pass on to their stand-design-and-build contractors the specific Space Only Information & CDM Regulation document. The deadline for Space Only Plan Submissions is 24 Aug 2018 All submission requirements, plans, calculations, risk assessments and method statements should be supplied to andy@amrevents.co.uk Exhibitors are responsible for ensuring that all contractors employed to design/build stands are competent, are operating a safe system of work and are registered with a professional body. If you require assistance in finding a stand or graphics designer, or contractor, please contact Andy Rouse for a referral. 9

10 General Information Accommodation There are three Premier Inns within a stroll of EventCity (or a shorter drive) around the Trafford Centre site. There s a Travelodge about a mile away on Trafford Park, plus there s a new Holiday Inn Express just behind the venue. Or of course, any number of hotels and guest houses in the Greater Manchester region. (you ll want to search for Trafford Centre (not Old Trafford) and this will bring up three hotels; North, South & West all of them are within a 5 min drive or a stroll of the halls). (Trafford Park is the closest) Holiday Inn Express (new) right behind EventCity. Please note: There is to be no overnight staying/camping/sleeping in vehicles on the exhibitor car park EventCity have now insisted. Accidents The requirements of RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) must be complied with in full. We are obliged to report any accident, incident or dangerous occurrence which occurs on the premises to the venue Duty Manager on site, and to provide the venue with copies of any reports (including F2508) on investigations or remedial action taken by them or their representatives as a result. Any accident or incident involving a Contractor or Exhibitor, which occurs within the licensed area, will be investigated and reported, as necessary. The venue Duty Manager will investigate any accident or incident involving a visitor to an event. The venue reserves the right to take over the investigation of any accident or incident or to preserve or impound any materials, plant, equipment or structure involved in or contributing to an accident or incident, until investigations are completed. Alcohol & Drugs The consumption of alcohol and/or drugs on the exhibition floor during build up and break down is expressly prohibited. Audio Visual Exhibitors are at liberty to engage any AV supplier for equipment for their stands Balloons Compressed air balloons must be securely tethered to the stand. They may be filled outside main open hours only, following approved safety procedures. The exhibitor is responsible for any cost incurred as a result of any balloons escaping to the roof void of the venue as a charge may be made for retrieval. Canvassing in the Aisles All sales canvassing on the exhibition floor must be restricted to your stand. All display equipment and collateral must also be positioned within your stand perimeter. 10

11 Car Parking Free car parking is available for both exhibitors and visitors. The Exhibitor Car park is at the rear of EventCity accessible off Mercury Way. Alternatively, the public car park is also a 30 second walk away, and if that s full then there are 15,000 parking spaces in the Trafford Centre. All free. Vehicles are left at the owner s risk. All spaces are subject to availability. Carpet Shell scheme stands get carpet as standard. All other stands (unless carpet was included/negotiated at time of booking) requiring carpet can choose to order carpet via their respective operational web page. Catering All supplies for on-stand catering should be ordered through the official provider to EventCity. Contact Andy Rouse for details/enquiries (read the info covering catering on your operational web page). Children Children aged 16 and under are not permitted in the halls during build up or breakdown periods. This is non-negotiable. Make other arrangements for your children during buildup/breakdown periods. For example, when it comes to breakdown time, nothing will move until all under 16s are out of the halls. Cooking Cooking on stands at this show is not permitted. Damage & Loss Neither the organisers, the exhibition venue owners nor the sponsors accept any responsibility for damage or loss of any properties introduced by the exhibitors and/or their agents or contractors. Exhibitors are especially warned that their exhibits are the sole responsibility of the person/company to whom they belong. Exhibitors will be held responsible for any damage to any of the venue premises and to the organisers shell scheme caused by themselves or contractors. Fixings must not be made to the building structure. Deliveries Please ensure all deliveries are clearly addressed as follows: F.A.O The Footman James Classic Car Show Manchester Your contact Name, Your Company Name, Stand Number EventCity, off Barton Dock Road, Urmston, Manchester, M41 7TB The event and venue organisers will not take responsibility for the delivery of any goods if the addressee or their nominated representative is not available to sign for the delivery. It is important that all deliveries are made when a member of your team is available to take receipt of your delivery (unless by prior arrangement we ll help if we can, but we re not a logistics service). Deliveries can only be made to the venue on the build-up and event days. 11

12 Please provide explicit instructions to drivers and courier firm charged with delivering packages or pallets to the venue and agree with them how the items will be unloaded and delivered to your stand i.e. Dave Smith, somewhere in EventCity won t cut the mustard! Electrical Contractor/Stand Electrics No stands are provided with an electricity supply unless expressly ordered by the exhibitor. You can do this via the form on your Operational Web Page All appliances must be - Portable Appliance Tested (PAT) unless they are demonstrably less than 2 years old. Emergency Procedures / Fire Safety On the build and event day we will notify you with details of any fire alarms tests taking place. Exhibitor Passes These will be posted out to you in good time. They are non-removable PVC wristbands which will last the duration of the event. No wristband (correctly worn and attached to the wrist, not in a bag/pocket/wallet etc), no entry. They are not for sale by exhibitors under any circumstances. Anyone found selling or attempting to sell exhibitor passes will be banned from the show immediately and the Police will be called. Neither are they gifts for friends. If you have more than you need for your immediate stand/team then please hand back any extras to the organisers. Broken wristbands may be exchanged in the organisers office (bring the wrist it s going on with you and we will fit it). Additional exhibitor passes (where necessary) can be purchased from the Organisers Office. First Aid The Show will have appointed First Aiders on site, if you require assistance, please contact the organiser s office. Footwear Suitable footwear must be worn on site during build-up and breakdown of the exhibition. NOTE: Open-toed shoes, sandals and flip-flops are not permitted during build up and breakdown periods you will be turned away from the hall. Forklift Services Contact Andy Rouse if you need a forklift to assist with unloading/loading. Furniture Hire Lion Exhibitions can hire exhibition furniture to you. Or, it s usually cheaper to buy off the shelf items such as stools/shelving from IKEA or similar. Gas The venue does not have a mains supply of gas available to exhibitors. No gas cannisters are permitted without prior consent. Please contact Andy Rouse for details. Hazardous Substances Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, 12

13 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 Please refer to the section Hazardous Substances in the E-Guide for further information Health & Safety Exhibitors and contractors have responsibilities whilst on site under the Health and Safety at Work Act 1974 (HASWA) and the Workplace (Health, Safety and Welfare) Regulations HASWA applies to all places of work irrespective of their status. All exhibitors must complete the Health & Safety Declaration and Hazard Identification form (via your Operational Web Page) by 24 th AUG 2018 Hi-Viz Hi Viz vests are strongly advised to be worn during build up and breakdown periods. They cost about 1 each online so our advice is just buy some and have them in your car/s. More and more shows will make them compulsory to wear. It s safer to wear one than not to wear one, so why wouldn t you wear one? Insurance All exhibitors are required to have current public liability insurance throughout build up, open days and breakdown, with a limit of no less than 5 million public liability and suitable cover for loss or damage to exhibits or other property. Internet Access Free WiFi is available throughout EventCity. This is suitable for checking s or low-level browsing. Should you need a better internet service, paid packages are available from EventCity should you need this facility. Contact Andy Rouse in the first instance please. Loading / Unloading If you have a space only stand and you are engaging contractors to build a bespoke structure it is understood you may require access to site at the earliest possible time. Please contact Andy Rouse ahead of the build-up to discuss access times for unloading and set up. Method Statement All space only exhibitors, or their appointed contractors, who are building structures must submit a full method statement at the time of submitting their stand plans and risk assessment(s). Detailed stand plans and method statements are generally NOT required for the majority of stands at this show (for example, no need if you are just putting up generic off the shelf exhibition display equipment/pull-ups/pop-ups). This only really applies to actual design and construction. If in doubt ask Andy Rouse. All submission requirements, plans, calculations, risk assessments and method statements should be supplied to andy@amrevents.co.uk by no later than 24 th August Name Boards (Shell Scheme Trade Stands) All shell scheme stands are provided with a fascia name board bearing the exhibiting company s name and stand number in standard script. 13

14 We will assume that the company name you booked the shell under is the name you want on the fascia unless we re informed otherwise. Please ensure you do this at least a couple of weeks pre-show. Any changes made to name boards on site will incur a 25 fee + VAT Night Working Any requirement for working overnight or working outside operating hours during build up must be agreed in advance with the organiser to ensure that appropriate levels of safety cover, lighting, fire exits, toilets and any other relevant services are provided. Any exhibitor requiring additional hours will be charged rates subject to venue. Passes There will be various passes for vehicles issued. People passes take the form of a nonremovable PVC wristband which will last more than the duration of the show and is fine for showering/bathing etc. Public Address System The Public Address System is for use by the organisers for official announcements only. Refreshments Catering will be available at dedicated points on the show floor and in the atrium area of EventCity during build up and open periods. Also please remember that all exhibitors are welcome to use the kettle in the organisers office to make drinks/fill flasks etc. Risk Assessment All exhibitors should have undertaken a meaningful risk assessment which should be available for inspection upon request. Security Neither the organisers, or the venue accept any responsibility for damage or loss of any exhibitor properties or stands, although every effort is made to ensure the areas are secure. Show Website To ensure you company is represented on the show website please send a high res logo and brief description about your company/club/organisation and or exhibits to andy@amrevents.co.uk Smoking All venues operate a no smoking policy. Smoking and vaping inside EventCity is therefore prohibited. Sound Equipment Exhibitors using background music systems must ensure the sound is always kept to a volume that does not cause disturbance to the adjacent stands. The organisers reserve the right to lower the volume or switch off music. Staffing of Stands All stands should be fully staffed and all exhibits must remain accessible during the hours the exhibition is open to visitors. 14

15 Storage We will not be able to offer dedicated secure storage of exhibition equipment, packing cases or marketing collateral at the show. It is the responsibility of the exhibitor to arrange with their contractors and suppliers to remove and store any cases and materials required for the breakdown. Trolleys Exhibitors are advised to bring their own trolleys. Note: There is to be no trolley movement on the show floor during periods when the event is open to the public. Vehicles It s a car show, there are going to be cars! The stipulations are as follows: Minimal fuel in the tank (a quarter tank max preferably in the red). We realise there is a counter-argument for more fuel/less combustible gas build up but the rule is more to do with leaks we d rather there was less fuel to leak out/minimise any potential spread. 5mph absolute max speed in the halls (slower please) Batteries to be disconnected where it is safe to do so or, if installed, kill-switches to be utilised. No engines are to be switched on during the open hours of the event. No engines are to be switched on without the organisers/the venue s permission post-show/during breakdown (we ll let you know when). We will ban individuals (and clubs who allow their members) sitting in the halls with their engine running. It is utterly pointless. People have to work in the halls for hours after you have left, and the fumes can be terrible. Stop it. No car movement (not event pushing) while the show is open or until permission is given when it comes to breakdown time. All cars must have appropriate insurance in place inc third party. 15