Exhibitor Manual

The following information is provided for those that will be exhibiting at the 2011 Planning Convention. If you can’t find the information you require here please contact Simon Owen, the Exhibition Manager for further details on 01239 710 153, e-mail: simon@soexhibit.co.uk

Please note deadline dates for Convention Handbook entry and Advert Submission - 13 May 2011

Stand Information

Shell scheme
Our shell scheme in 2010 will be 1 metre white Octonorm boards held together by alluminium poles. To fix display material to the boards you will require Blu-Tack®, please do not use any other fixing substances, as this may damage the boards and exhibitors will be liable for any damage caused . Blu-Tack® will be available on site but we do suggest you bring your own.

Please inform the Exhibition Manager if you do not require the standard shell scheme.

Working dimension of boards
Please note the working dimensions of a 1 metre board are: 954mm in width and 2354mm in height. If you are preparing display boards to fix to the boards please note these measurements.

Stand fascias
Please advise the Exhibition Manager the name you wish to appear on the fascia of your stand.

Self builds
Please advise us of the name and contact details of your stand contractor.

Please e-mail the above information to the Exhibition Manager, e-mail: simon@soexhibit.co.uk

Stand Electrics
Your stand will be fitted with 2 spotlights and 1 x 500w socket. If you have any additional lighting or power requirements please contact Simon Owen on tel: 01453884529 e-mail: simon@soexhibit.co.uk

Stand Furniture
Denbe Western is the sole furniture contractor for the Exhibition. If you require stand furniture please follow the link below:
http://www.denbewestern.co.uk/furniture_index.htm

Please ensure you state the event name, stand number and date and venue in all communication.

Internet and IT equipment orders
Internet – internet (wi-fi) cards can be purchased on the day from the venue reception at the cost of £5.00 per day.

IT equipment orders - Our technical equipment partner for this event is HWA Hire please contact them directly on 0845 30 88 266 or via email: neil@hwaevents.com. Please see the Exhibitor Rate Card for the list of standard equipment and prices.

Your extra orders can only be guaranteed if received by the appropriate contractor by the deadline dates. RTPI Conferences will not be held responsible for any extra orders.

Convention Handbook Information
Please email the following convention handbook entry by Friday 13 May 2010 to Kasia Lloyd-Brown, e-mail: kasia.lloydbrown@rtpiconferences.co.uk
Exhibitor Name
Exhibitor: Address
Telephone number
E-mail
Website
Stand representative(s)
Company Narrative:(100-150 words)
Logo (formats: CMYK, Tiff or JPEG)

Convention Handbook - Advert specifications
For those who have booked a full colour advert in the handbook please see the following specification details:

Full-Page Advert
225 x 280mm
Type area: 195 x 250mm
Please include 3mm bleed on all sides

Half-Page Advert
225 x 140mm
Type area: 195 x 110mm
Please include 3mm bleed on all sides

File formatting
Please supply your advert artwork as a 300dpi, CMYK, Tiff or JPEG only. If you wish to supply artwork in any other format please contact the Design department on 020 3122 0126 to ensure this is possible. Please supply your artwork either by email to Yeuko Anise Ogawa, yeuko.aniseogawa@rtpiconferences.co.uk (if no larger than 10Mb), or to the address below on CD.

Yeuko Anise Ogawa, Planning Convention 2011, RTPI Conferences (Kaplan Hawksmere), 4th Floor, Block 3, Angel Square, London, EC1V 1NY

To ensure that all elements are included please supply us with a PDF (all fonts embedded please) or a full colour printout of your ad so that we may check against our final artwork before printing.
If you have any queries regarding the above please email Yeuko Anise Ogawa yeuko.aniseogawa@rtpiconferences.co.uk

Deadline for receiving adverts is Friday 13th May 2011.


Delegate Bag Inserts
Those who have inserts booked in the bags should provide 400 inserts. The deadline date for sending these will be Wednesday 1 June. Please send the inserts to Kasia Lloyd-Brown, Planning Convention 2011, RTPI Conferences (Kaplan Hawksmere), 4th Floor, Block 3, Angel Square, London, EC1V 1NY


Exhibition visitor invitations
Complimentary passes for the off-peak periods of the Exhibition are available please contact Sponsorship and Exhibition Manager.

Evening reception
Tickets for guests to the reception maybe available. Please contact the Sponsorship and Exhibition Manager for details on costs and availability.

Accommodation and Directions
Please see convention website for full details http://www.theplanningconvention.co.uk/page/accommodation-1

Exhibitor Badges
Badges will be produced for all stand attendees. A list must be forwarded to the Exhibition Manager by no later than Wednesday, 1 June, showing the name and designation of all members of staff who will be manning the stand.

Visitors
If you have any visitors coming to the Exhibition (during off-peak periods) on arrival at the Grand Connaught Rooms your visitors should report to the registration desk to obtain a “visitor” badge. You must inform the Exhibition Manager of any visitors by 1 June 2011.

Delegates’ list
A delegate list will be provided at least one week prior to the event. Participating organisations are added to this website and can be found at: http://www.theplanningconvention.co.uk/page/delegate-breakdown

Conference Delegate Tickets
Exhibitors wishing to attend the conference sessions maybe able to do so. Please contact the Exhibition Manager for details on costs and availability.


Build-up and breakdown
We will be building on Monday 13th June and we are aiming to allow Exhibitors to dress/furnish their stands from 21.00 hrs onwards. If we are able to secure earlier access time, we will inform all exhibitors closer to the event. If you intend just dressing your stand on the opening morning (Tuesday 14th June) then access to the venue will be from 06.00hrs, stands must be ready for 07.30hrs when registration commences.

I would be grateful if all exhibitors would inform Simon Owen, the Exhibition Manager of their intended time of arrival.

Deliveries and pick up from the Grand Connaught Rooms
You can send materials to the venue prior to the event. Please fill in and use the delivery form for all material sent to the venue. Please see the delivery instructions for further information.

Timings
The Exhibition will be open as follows: Tuesday 14 June 07.30 hrs – 19.30 hrs
Wednesday 15 June 07.30 hrs – 14.30 hrs

Off-peak periods/visitors
The following times are considered to be the off-peak periods to invite visitors to the exhibition. We would appreciate it if you could let your guests know the times that they will be admitted to the Exhibition.

Tuesday 14 June
10.00 – 11.10 hrs
11.50 – 12.50 hrs
14.05 – 15.20 hrs
15.50 – 18.00 hrs
Wednesday 15 June
09.00 – 11.15 hrs
11.50 – 13.00 hrs

Catering
Exhibitor stand representatives will be entitled to lunch and refreshments for a maximum of 4 attendees.
Any additional catering you may require can be obtained through Grand Connaught Rooms directly - please contact Kristina Schmidt on 020 7269 1829.

Promotion/sponsorship
Promotional/sponsorship opportunities are available for Exhibitors wishing to further increase their presence at the Convention. Please contact Simon Owen, the Sponsorship and Exhibition Manager on 1239 710 153.

Additional services and information
Should you require any other services or information not listed here, please contact Simon Owen, Sponsorship and Exhibition Manager on tel: 1239 710 153 or e-mail: simon.owen@rtpiconferences.co.uk


General exhibition rules and guidelines
• We recommend that all exhibitors have their own insurance
• All items must be collected at the end of event. There is no long term storage for collecting items
• Loading bays are left clear at all times unless unloading/loadings are in progress. •
• Loading bays, corridors and walkways to be left sufficiently clear so that people can deliver items to the Exhibition at all times.
• We do not have parking space for exhibitors.
• Grand Connaught Rooms are located in the Congestion Zone
• We do not advise that you leave any valuable items, especially laptops etc on display in your stand over night, although the venue does have 24 hour security, we recommend that valuable items are locked up or taken away.

Regulations & Conditions

1. Definition of terms
The following terms used in these Regulations shall mean: “The Exhibition” - the exhibition that runs concurrently with the Planning Convention. “The Organisers” – RTPI Conferences in association with the RTPI. “The Exhibitor” - any person, firm or company, corporation, institution or committee, to whom space may be allocated in pursuance of these Regulations. “The Premises” – the Grand Connaught Rooms, its buildings and grounds. “Company” – the Grand Connaught Rooms “Exhibit” - any article described as such by the Exhibitor when making application for space or any article subsequently permitted by the Organisers to be shown. “Contract” - the Contract entered into between the Exhibitor and the Organisers of which these Regulations form a part. “Stand” - the shell stand or space provided by the Organisers and indicated on the published plan. “Hall” – ‘within the Grand Connaught Rooms or such other place as circumstances may dictate. “The Official Contractor” –,SO Exhibit, or any other organisation appointed by RTPI Conferences to construct and provide services to stands at the exhibition.

2. Opening Hours
The exhibition shall be open as follows: Tuesday 14 June 07.30-19.30 & Wednesday 15 June 07.30 – 14.30

3. Application for Space
All applications must be submitted to the Sponsorship & Exhibition Manager. The organisers reserve the right to grant or refuse any application without giving reasons. The allocation of space following an application by the Exhibitor shall constitute a contract subject to these Regulations or any Regulations deemed to be incorporated herein. The position and area of the space allocated shall be in the entire discretion of the Organisers.

4. Charges for Stand Space
The charge, including site and shell scheme, include items as listed in the sales brochure. The cost of connections for electricity and electrical current consumed, water and other services and fittings over the standard package, shall be borne by the Exhibitor. The Exhibitor shall be responsible for the reception, unpacking, staging and removal of exhibits and goods.

5. Payment for Stand Space
On receipt of a signed booking contract the Exhibitor will be invoiced for the total stand space applied for. This must be paid immediately in order to confirm the provisional booking of the allocated space. All monies must be paid within the terms of the invoice. Where payment has not been received for an allocation of space and an application for the same allocation is received from another Exhibitor and accompanied by payment, the latter will take precedence.

6. Cancellation of stand space
Cancellation of stand space must be received in writing by 14 May 2011, in which event a charge of 50% of the invoice may be made. If a cancellation is received after 14 May 2011 the Exhibitor will be liable for the full cost of the stand allocation.

7. Occupation of Stand
If an Exhibitor has not occupied space allocated to him by 08.30am on Tuesday 14 June 2011 it may result in the space being forfeited. Non-occupation will in no way absolve the Exhibitor from his financial liabilities to the Organisers.

8. Transfer and Sub-letting of Stand Space
Without prior consent in writing from the Organisers the Exhibitor shall not transfer the whole or any part of the space allocated to him, nor divide nor share the space, nor exchange space with another Exhibitor.

9. Bankruptcy, etc.
In the event of the Exhibitor ceasing to carry on business or committing any act of bankruptcy, or of a Company going into liquidation, the Organisers shall be entitled to determine the contract forthwith, and all the monies paid by the Exhibitor under such contract shall be forfeited.

10. Erection and Removal of Exhibits Installation
Exhibits may commence installation of their stands on and after 21.00 hours on Monday 13 June 2011 and must remain installed throughout the period of the Exhibition as set out in Regulation 2. Any additions to the standard shell provided by the Organisers must conform in every respect with the requirements of the Organisers and of the local or other competent Authority and of the Company. If an Exhibitor causes to be erected or continues to exhibit a stand, structural display unit or fitment, etc. which contravenes any requirements of the Organisers or Regulations of any of the aforementioned bodies, the Organisers shall be at liberty, at their discretion, either to exercise the powers given to them by Regulation (19) or to alter, demolish and/or reconstruct the said stand, structural display unit or fitment etc. and the Exhibitor shall repay to the Organisers all expenses so incurred. The Exhibitor will be required to use the standard name titling for identification of stands provided within the stand package and the Organisers will provide all necessary directional sign boarding.
Dismantling
Exhibits may be removed from 14.30 on Wednesday 15 June and the ‘Hall’ must be left clear and in a clean condition by 18.00 on the same day. Should this condition not be complied with, the organisers may arrange for such work to be done to make the space clear and Exhibitor shall repay to the Organisers all expenses incurred. Exhibitors’ co-operation in clearing their space promptly would be greatly appreciated.

11. Stand Fittings and Services
(i) The Exhibitor may hire furniture and flowers via the Organisers. Charges for these will be in accordance with the schedule of charges provided by the Organisers. (ii) All electrical work must be carried out by the Official Contractor. Any additional electrical or structural requirements should be ordered from them directly. The Exhibitor shall make payment as the Organisers may direct for electrical current consumed. All electric fittings and devices must comply with the Regulations of the Company and any other appropriate Authority.

12. Display of Exhibits
Every stand must be in the charge of a competent representative of the Exhibitor and must be open to authorised visitors to the Exhibition for the entire period that the Exhibition is open as stated in Regulation (2). Any decoration or display may only be put within the Exhibitor’s stand or on the Exhibitor’s site and in no circumstances in or on public passages or premises. The Organisers reserve the right to prevent access to and to remove or procure the removal from the Premises or any stand therein any installation or advertising or other material of any nature whatsoever which in their opinion is or may be undesirable, inappropriate, harmful (including harmful to the reputation or commercial interests of the Organiser or Company) offensive, obscene or illegal or which may or does cause a breach of the relevant legislation or Regulations or Codes of Practice from time to time issued by the Advisory, Conciliation and Arbitration Service pursuant to the Employment Protection Act 1975.

13. Refreshments etc.
Beverages, alcoholic drinks, food, ice cream, sweets, confectionery and any other refreshments whatsoever which are to be consumed on the Premises (excluding free samples of Exhibitor’s products to the extent permitted by the Rules and Regulations) shall only be obtained from the Grand Connaught Room.

14. Conduct of Exhibitors and their Employees
If the Exhibitor or Exhibitor’s contractor or the employee of the Exhibitor or Exhibitor’s contractor conducts himself in a manner which in the opinion of the Organisers or the employees of the Company is objectionable either to visitors, to Exhibitors, to the Organisers or to the employees of the Company, such conduct may be treated by the Organisers as an infringement of these Regulations for the purpose of Regulation (19) hereof.

15. The Exhibitor’s Contractors
The Exhibitor and his Contractors are required to give notice in writing to the Organisers of the names of Contractors with whom they propose to place orders for work in connection with the stand space allocated to them. The Organisers reserve the right to veto the employment of any Contractor without giving reasons. The Organisers reserve the right to require the Exhibitor employing direct labour for the carrying out of any work on the Premises to employ only such workers as are members of appropriate Trade Unions and in conformity in all respects with the regulations and agreements of such Trade Unions in force at the time of the exhibition. The Exhibitor and his contractors must observe the procedures and recommended practices comprised in the working rule agreement for the time being in force between the British Exhibition Contractors Association and the National Joint Council for the Exhibition Industry and any additional or substituted Codes of Practice, procedures and recommended practices which may from time to time be applicable.

16. Liabilities
1. The Exhibitor shall keep the Organisers indemnified in respect of (a) any loss of or damage to any property of the Organisers and (b) all claims and demands of third parties (including servants and agents of the Organisers and the Company and their respective servants and agents, other exhibitors and their servants and agents and members of the public) in respect of personal injuries or loss of or damage to property caused or occasioned by the Exhibitor or any of his employees or contractors or property or arising out of or in consequence of his occupation of a stand or site or exhibition of any article, process or thing. 2. The Exhibitor accepts all risks of every kind whatsoever in respect of personal injuries to himself or his servants or agents or contractors or loss of or damage to any of his property or property in his custody, and the Organisers shall be under no liability in respect of any such risk. 3. The Exhibitor shall make good any damage done by him to the building or any fixtures therein, and damage by fire caused by negligence upon his stand or site; tempest and reasonable wear and tear only excepted.

17. Postponement or Abandonment or Prevention
In the event of the Exhibition being postponed or abandoned or prevented from any cause whatsoever, the Organisers shall be under no liability in any way whatsoever in respect of any expenditure, or liability or loss incurred by the Exhibitor and shall be entitled to retain all sums paid by the Exhibitor under these Regulations.

18. Relevant Legislation and Regulations
In addition to these Regulations, the Exhibitor shall observe and comply with the Health & Safety at Work Order 1978 and any present or future orders, bye-laws, regulations or rules there under, and any special Regulations of the Organisers and of the Company. The Exhibitor must communicate the Rules and Regulations (and any provisions of the Relevant Legislation and Regulations and of this Contract affecting them) to their Contractors and Sub-contractors, agents and the servants and procure the observance thereof by such persons. Under the reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985 all accidents must be notified to the enforcing authority.

19. Infringement of Legislation and Regulations
In the event of the Exhibitor infringing any of the foregoing Legislation or Regulations, or any other Regulations by which he has agreed to abide, or any subsequent modifications thereof, the Organisers being hereby constituted the sole judge of what is an infringement, the Organisers reserve the right to cancel the Contract between the Organisers and the Exhibitor and to eject the Exhibitor, his employees and goods, from the Exhibition, without any liability whatsoever in consequence of such ejection nor shall such ejection release the Exhibitor from any payments or other obligations for which he may still be liable. In the event of the Organisers exercising the power vested in them by this Clause the right is reserved to the Organisers to retain the goods of the Exhibitor, or to take such other legal proceedings against the Exhibitor as the Organisers may deem fit in respect of any monies due from the Exhibitor to the Organisers, whether for rent or for the expense due from the Exhibitor, his employees and goods from the Exhibition as aforesaid or otherwise.

20. General Fire Precautions / Use Of Hazardous Products
1. Liquefied Petroleum Gas - Storage and use is not permitted in the Arena. Hazards to the Public. If it is proposed that any hazardous substance, object or process is to be used, exhibited or stored within the Arena, specific details of the hazard should be supplied these include: Real Flame, Flammable materials, Flammable gasses, Asbestos, Toxic substances ,Fats and Oils, Boilers, Stoves and furnaces, Dust, fumes, exhaust gases and smoke, Work machinery, Moving displays, Laser beams, Pyrotechnics, Dangerous animals.
2. Combustible Drapes, Decorations Etc. In order to inhibit the spread of fire within the building, textiles, fabrics and any other materials used for interior decoration or display purpose, including artificial floral decorations, should resist the spread of flame over their surface and should not, if ignited, have an excessive rate of heat release nor give off toxic fumes. When tested, combustion should cease immediately after the pilot flame has been removed. Samples of such materials may be requested.