INFORMATION FOR EXHIBITORS - STOKE MANDEVILLE EVENT

IMPORTANT INFORMATION FOR THE BSSK STOKE MANDEVILLE EVENT

18^th & 19^th August, 2012

Stoke Mandeville Stadium
Guttmann Road, Aylesbury, HP21 9PP

    

Thank you for booking your place at the above event.  Please read this document carefully, as it contains important information for your participation in this event.

Dear Exhibitor

We are excited by our new show for 2012 at  Stoke Mandevillle Stadium, The National Centre for Disability Sport and the Birthplace of the Paralympic Games.

As a rule, we try hard not to use sports halls for our shows. Undoubtedly they provide the necessary space and parking and are ground floor with disabled access, but it can be hard to create the right ambience in them. Additionally the staff are sports minded of course, and often have little appreciation of what we are all about.

We think this new venue at Stoke Mandeville will prove to be the exception to the rule!

A £10m refurbishment programme has transformed the original sports centre into a state-of-the-art leisure complex to enable WheelPower - British Wheelchair Sport to provide a venue of the highest quality for all users, including those not wanting the sporting facilities.

Practicalities aside, there feels to be something 'right' about supporting a centre that does so much for the disabled. 

Please read the Show Specific information that follows.  It does change show on show.  The standard information that is common to all shows is isolated at the bottom, so regular exhibitors have no need to read that every time, although we would encourage new exhibitors to read it before their first show with us.

Stoke Mandeville Show Specific Information:

1                    Please make sure we have a current copy of your insurance if it has renewed since your last show with us.  I will be writing separately to remind those who have not supplied this.

2                    Stoke Mandeville require a hard copy of your PAT testing certificate for any electrical equipment brought onto the site.  It is not sufficient just to have the stickers on the equipment, the certificate is also required.  Please make sure I have a current copy before 1^st August for forwarding to the venue.  I will be writing separately to remind those who have not supplied this.

3                    Set up is available on Friday, 17^th  August,  from 2pm to 7pm

4                    Access on Saturday is from 7.30am, with the event opening at 10 a.m. 

5                    Unloading is via the entrance at the rear of the hall, not through the main reception doors.  Signage will point the way for you.  The space for parking to unload is limited.  In this instance, we must insist that exhibitors unload fully and move the vehicle immediately BEFORE doing any setting up, table adjustments etc, to facilitate others being able to unload.

6                    On Sunday evening, breakdown is not permitted before 5pm.  No vehicles will be allowed to park outside the loading bay until 5pm.  Please note, stands should be fully packed away and ready to go before the vehicles are moved up to the doors so that those packed quickest are not hampered by vehicles that will be a while before they are ready to load.  We ask for your assistance and common sense to make this workable for everyone.

7                    The floor of the hall is an extremely expensive sports surface.  We wish to work with them to make sure there are no scratches or damage to the surface.  Tables will be placed on some sort of buffer so the legs do not cause damage and may we please request things are lifted rather than dragged or slid along the floor.  Rubber wheeled trolleys should be safe, but please watch for stones etc that they may pick up.  Please do not stick tape to the floor – special low tack tape  will be available at reception if this is required.

8                    Naked flames such as candles are NOT allowed.  Incense is permitted but please make sure you are not under a smoke alarm if using this.  The burning of sage is not permitted.

9                    Kettles, coffee machines and the like are not permitted on stands, both for safety reasons and electrical overload.  If you have a hot stone machine or any other heating appliance required in connection with your trade or therapy, please notify us in advance so we may arrange a direct supply.

10                If this is the first BSSK event of the year for you, you will find an envelope on your table with 2 exhibitor badges.  For health and safety reasons, these should be retained by you and used at all future BSSK shows,  not handed back to us to recycle.  Every exhibitor booked is given two badges – further supplies are available at £1 each to a maximum of 4 unless other arrangements have been made.  Replacements for lost badges are also £1 each.

11                Catering – The stadium has a cafe on site and are providing a separate ‘exhibitor’ catering area to prevent the need to join the general queue.  We will have stewards on hand to fetch your refreshments as usual.

12                Directions - The post code is listed above for those with Sat Nav or to type into Google Maps or www.theaa.co.uk on the web.  If you require directions and don’t have web access, please contact me.

13                Payment – Your invoice has already been sent by separate e-mail and is due for payment if you have not done so already.  If you ring to pay and get the answering machine, leave a message and we will return your call.  Alternatively it is quite safe to leave card details on the answering machine as only Chris and myself have access to it.  In this instance I require the long number on the card, the valid from and expiry date, issue number if there is one and the last three digits on the signature strip.

The general exhibitor information common to all shows follows below.  If this is your first show with us this year, please read it through as some of it has changed from last year.  It will be included on each letter for the year in case you need to refresh yourself on it, but will be the same unless we draw your attention to any changes.

May I extend my hope that our Stoke Mandeville event is an exciting, fulfilling and profitable one for you all.

Kindest Regards

Angie & Chris

BSSK Events

General Information – Common to all shows

Setting up and General:

1                    Exhibitors must be on site and set up with bags and boxes out of the gangways and out of the way of neighbouring exhibitors by 9.45am on Saturday morning, so the final health and safety check can be performed prior to opening.  All loading bay doors will be secured at this time.  Exhibitors arriving after 9.45am, unless having set up on the Friday or contacted us to advise of unavoidable late arrival, may be refused permission to set up so as not to disrupt neighbouring stands.  The mobile number for emergency contact is 07980 827145. Some shows have a queue waiting for entry by 9.50am, so late arrival is not acceptable.

2                    On Sunday, exhibitors should be on site by 9.45am at the latest please. The show opens at 10am and we cannot be responsible for unattended stands.

3                    If you have polystyrene packaging, please be sure to have the means of sweeping up the mess it can make, i.e. brush and dustpan or hand held vaaccum.

4                    Although the majority of exhibitors already do this, may we request those that do not yet do so, to use a table cover that reaches the ground at the front of their stand.  This provides more continuity and enhances the appearance greatly, besides providing a hiding place for unsightly boxes and bags.  A bed sheet works if you have nothing else, and it may be topped with an attractive cloth.

5                    Please note, once a show is open, no further access through fire exits is permissible.  This is for security but also in fairness to the exhibitors opposite or either side of them.  If you need to return to your vehicle, you must use the front doors please.

6                    Kettles or coffee machines and the like are not permitted on stands.  This is for safety reasons and electrical overload.  If you need a kettle to provide hot water in connection with your therapy etc, please notify us in advance so we may arrange electrical connection accordingly.

Insurance

All exhibitors are required to hold public liability and furnish us with a current copy of the certificate. 

In addition, the following cover is required and copies of documentation supplied:

Therapists  -  cover for treatments (known either as therapist liability, medical liability, treatment risk, medical negligence, or professional indemnity depending on insurer) , is required.

Traders -  products liability is required where anything is sold that you manufacture, mix or pack yourself or for which they claim esoteric properties.

Readers -  Professional indemnity cover or similar, that will cover you for the content of your readings.  Members of the SWA will have access to their block policy – others may wish to explore the very reasonably priced cover at http://www.westminster-indemnity.co.uk.

Other Exhibitors – please check with us as to the specific insurance requirements for your discipline.

Candles 

Under the ever tightening health and safety requirements of the venues, lighted candles may not be used on your stand at any BSSK Event in 2012.  If you wish to purchase battery operated versions of either, I do have a web address where they are available.

Children 

You will all be aware that I strive to make the events ‘family friendly’ for visitors so that they may bring their children and stay at the event longer to benefit you, the exhibitor.  Time and again I have mothers say that if this were not the case, they would have to miss the event, so it clearly serves a purpose.  I do however refuse admission on health and safety grounds and for the security of your stands, to unaccompanied children under the age of 15 years. 

For exhibitors however, the events are primarily a place of work.  Please note that whilst not refusing to allow exhibitor’s children within the event, BSSK does not offer a crèche facility or undertake to keep an eye on children in any way.  Whilst I am happy to encourage children’s interest, the days are long and with little to occupy them, children will naturally become bored.  We therefore expect that they will be well briefed about watching cars, playing in stairwells, bouncing balls, running around in reception, getting in the public’s way or interrupting conversations and other matters that may endanger them or inconvenience the public, your customers. 

We expect those with very young children and babies to use discretion in this matter.  I don’t expect anyone would object to the odd crying as a feed is due etc, but a constantly crying baby is an unacceptable intrusion for neighbouring stands. 

If you intend bringing children to the event, please see the appropriate section of the terms and conditions of booking regarding this.

Your Property

On Saturday evening, while no responsibility for exhibitor’s goods is assumed by either ourselves or the venue, the hall will be locked as we exit.  A BSSK representative stays behind to see the room secured and it is requested that there is no admittance, even to exhibitors, until we are on site the following morning.  If you arrive early, please do not try to gain entry from the venue staff before the allotted time unless we are on site.  Most venues are alarmed and at some, we have an overnight security guard within the building.

Your Space

In addition to the table and 2 chairs, Therapists will be allocated space for one couch or massage chair unless a double therapy slot has been booked.  If traders have additional stands or racks they need to place, please be aware that space for these cannot be guaranteed.  If you have back boards, or want to put a table behind your stand, we also need to know, to make sure you have sufficient depth.

Velcro, Sellotape and other fastenings 

Please note that no drawing pins, Velcro fastenings, adhesive tape or other fixings likely to cause damage to the surface may be used on the fabric of the building at any BSSK event. 

Bluetack and similar is allowable, but even this can leave oily marks, so care should be taken in the placing of this too please, particularly where there is wallpaper or matt finished paint.

If any incident results in a claim against us, our insurers would automatically look to recover their costs from the liability insurers of the exhibitor concerned if they are identifiable by the position of the damage in relation to the stands. 

This would be totally out of my control, and there would be nothing I could do to stop it as it is a natural course of action by insurers.    In order for your Public Liability to cover such a claim, it needs to include Accidental Damage in the list of perils covered. I would therefore recommend you check your Public Liability insurance to be sure this is the case.

Wall Space

Wall space will be allocated at our discretion.

Refreshments

Refreshments will be available throughout the each day at every event but the nature and arrangements for these will be announced show by show.

Breakdown

The event closes at 5 p.m. each day, and packing away before this time is strictly not permitted unless by prior arrangement.  This is for the good of all, as early pack up has an unsettling effect on the public who think the event is closing and disturbs other exhibitors who may still be working.