18th ANNUAL SCIENTIFIC MEETING
The Brighton Centre
Brighton
18 & 19 September 2014
TRADE EXHIBITION INFORMATION
CONTENTS
Description / Page / Deadline / AppendixConference venue / 3
Access (exhibitors) / 3
Accessible parking / 3
Car Parking / 3
ATM Facilities / 3
The Brighton Centre, Evacuation procedures / 3
First Aid / 3
Health and Safety / 3
Internet connection / 3
Porterage / 3
Distribution of literature during the event / 3
Lost property / 3
Public Address System / 3
Security / 4
Website / 4
AUGIS Corporate Exhibition / 4
Nominated Contractor / 4
Damage to premises / 4
Shell scheme Exhibition stands / 4
Space only stands / 4/5
Fixtures and fittings / 5
Lifts / 5
Exhibition goods delivery / 5
Exhibition goods Collection / 5
Cleaning / 5
Insurance / 5
Fascia name boards / 5/6
Stand payment & cancellation / 6 / 15 August 2014
Build timetable – space only / 6
Build timetable – shell scheme stands / 6
Breakdown/ removal of exhibits / 6
Badges and registration / 6/7 / 5 September 2014
Storage / 7
Catering / 7
Final Programme editorial deadline / 7 / 4 August 2014
Rolling powerpoint presentation / 7 / 11 August 2014
Information required from exhibitors / 8
AUGIS Annual Dinner tickets / 8
Accommodation options / 8
Tourist information / 8
Europa, Fascia name board / 9 / 1 August 2014 / Appendix 1
Europa, Furniture order form / 10 / 11 August 2014 / Appendix 2
Europa, Electrical order form / 11/12 / 11 August 2014 / Appendix 3
Exhibitor Registration form / 13 / 5 September 2014 / Appendix 4
Delivery label, please print / 14 / Appendix 5
The Brighton Centre, Health and Safety / 15 / Appendix 6
CONFERENCE VENUE, The Brighton Centre
The 2013 AUGIS Annual Scientific Meeting is to be held at The Brighton Centre. The Event Manager is Colin McEvoy: e: t: 01273 292903
Access (Exhibitors)
Access is via the Loading Bay located at the back of the building. As there is very limited space here and for security reasons no vehicle is allowed to remain parked here after unloading. You will be given time to unload and then you will be required to move your vehicle to the car park.
Accessible Parking
Accessible parking is located in the car park opposite the back of The Brighton Centre which has lift access or Regency Square, Brighton, BN1 2FP (map of car park area)
Car Parking Visitors
The Brighton Centre does not have its own car park. However they are several council owned car parks nearby. The closest is Regency Square car park
ATM Facilities
There is a cash machine located on the East Bar Concourse, in front of the main entrance. This service is chargable.
The Brighton Centre, Evacuation Procedures
In the event of an emergency evacuation, please follow the instructions from the front of house staff. If it becomes necessary to evacuate the building, the evacuation alarm will sound continuously. You will be directed to the appropriate safe assembly point.
First Aid
There is a trained first aider on site at all times during the conference. For more specific requirements, please contact the event management team at The Brighton Centre.
Health and Safety
For further assistance with the completion of risk assessments, please visit http://www.hse.gov.uk/risk/index.htm
Internet Connection
Free Wireless internet access is available throughout The Brighton Centre. A wired connection is available, cost supplied upon request.
Porterage
Exhibitors are reminded to bring trolleys for use during the build up and the breakdown of the exhibition, as there are limited numbers available on a first come /first serve basis.
Distribution of Literature during the event
All distribution of literature must be arranged in advance with the Event Manager (on page 3) and in line with the health and safety regulations at the venue. Please ensure literature is only distributed from your stand, any literature left on tables, seats or elsewhere in the exhibition or plenary area will be removed and disposed of immediately.
Lost Property
Lost property should be handed in to the cloakroom situated on the Ground Floor. Should you lose any of your possessions, please contact the nearest front of house steward.
Public Address System
The public address system in the venue is controlled by the Event Manager and it cannot be used for publicity messages. Please contact the Exhibition Manager to discuss any announcements needed.
Security
There is 24 hour security cover. However it is recommended that items are not left unattended and laptops and mobile phones are removed from stands when not staffed. The most vulnerable times are build up and breakdown.
To decrease the risk of theft you should ensure your stand is manned at all times. Lock away brief cases, mobile phones, handbags, laptops etc during the day even when you are on your stand. Please remove all valuables from lockable units and your stand at night and check that all units have been secured before you leave. Remember that most hired cabinets have common locks and should not be regarded as secure. The Brighton Centre cannot be held responsible if items are left unattended. Also, see Insurance.
Website
More details about The Brighton Centre is available at www.brightoncentre.co.uk
AUGIS 18th Annual Scientific Meeting at The Brighton Centre
The exhibition area on the concourse of The Sage Gateshead
The industry exhibition will be open at the following times:
Thursday 18 September 2014 08.00 – 17.30
Friday 19 September 2014 08.30 – 14.30
Nominated Contractor
To ensure your stand is properly equipped for the AUGIS 2014 meeting, please get in touch with our nominated furniture contractor for the event: Europa International, Europa House, London SE20 8RA, T: 020 8676 0062
Europa supply shell scheme, furniture, electrical and any adhoc carpet requirements for the exhibition and would be happy to discuss and support your conference requirements. Please see order forms in the Appendices.
Damage to Premises
Please take care to avoid damage to any structural area of The Brighton Centre. Any repairs found to be necessary will be charged to the exhibitor concerned. No permanent fixings are allowed to the floors or walls.
Exhibition stands
Shell Scheme Units
The shell scheme stands are comprised of a 3m x 2m unit (2.40m high). Each shell scheme will be furnished with a trestle table and two chairs. The unit will also have a 2amp power socket and lights. If additional furniture is required please contact Europa directly: Please see Appendix 2. Any fixings to the shell walls should be carried out using Velcro tabs. Fixings made with nails, screws or any other material deemed to be unsuitable is not permitted. Any damage sustained to the shell will be charged for. Shell scheme exhibitors are encouraged to provide their own Velcro fixings by ordering through Europa as such fixings may not be available on the day.
Space only stands - Platinum, Gold and Silver
Platinum, Gold and Silver Sponsors may apply in writing if their stands exceeds 2.40m.
Space only stands will be measured and marked by Europa and are allocated floor space as below:
· Platinum 6m x 3m
· Gold 4m x 3m
· Silver 3m x 3m
You are advised that no walls or stand fittings/fixtures are provided.
Additional space can be purchased if available. Please ensure that all sides of the stand on public view are finished. Stand walls, including towers, must be suitably clad and decorated on the reverse side to the requirements of the adjoining exhibitor but carry neither titles, devices nor advertising matter. Each exhibitor would receive one 13amp socket per stand, any more would come as an additional charge. All space only exhibitors are required to submit a Risk/Method Statement and a dimensional drawing showing power requirements and all relevant dimensions for approval by the venue. In the first instance, plans should be submitted to Sarvjit Madhar at AUGIS at .
No part of the stand construction (including rotating signs) or any exhibits may protrude over the gangways or neighbouring stands. Any inflatable objects must be included in the stand plans.
Disabled ramps; all stands built on a platform should have a ramp incorporated into the design to meet the requirements of the Disability Discrimination Act. Ramp edges must be clearly defined in a contrasting colour, preferably high visibility.
The basic electrical package to shell stands consist of 2 x 40w spotlights and 1 x 2 amp socket – all space only sites should order directly via Europa and the form appended. Flame proof material must be used for all stand construction including decorative draping and muslin ceilings.
Fixtures and Fittings
No fixing to any part of the hall fabric, fixtures or fittings is permitted except by staff of The Sage Gateshead. Charges will apply if this is breached.
Lifts
LIFT WEST OF FRONT FOYERSize: 1.95m x 1.69m
Number of people: 15
Weight: 1125kgs maximum / LIFT EAST OF FRONT FOYER
Size: 1.95m x 1.69m
Number of People: 15
Weight: 1125kgs maximum
Exhibition Goods Delivery (Appendix 5)
Due to storage restrictions and high volume of events, delivery of materials is restricted to 24hrs in advance of the scheduled build or event day. Deliveries arriving before this time may be refused or subject to a storage fee that will be determined by delivery size. All deliveries must be clearly labelled with enclosed address templates.
Exhibition Goods Collection
Please inform the Events Co-ordinator if you wish to leave parcels for collection. Under no circumstances should parcels be left in the exhibition area as courier companies do not pick up from this area. All packages should be clearly labelled using the enclosed template. It is essential that the name of The Brighton Centre Event Manager is not given as a contact name for collection purposes. Collection must be within 24hrs of the event ending or a £10 per item per day charge will be levied.
Cleaning
Cleaning will be carried out on stands and aisles prior to the opening and on a daily basis. The Brighton Centre operates a recycling policy. Should you wish to dispose of a large quantity of rubbish please contact The Brighton Centre Event Manager (on page 3).
Insurance
AUGIS is not responsible for any loss or damage. It is recommended that appropriate public liability insurance is purchased. All exhibitors are responsible for insuring against legal liability in respect of bodily injury to third parties or damage to property belonging to third parties. This is a legal requirement and a copy of such insurances must be sent to the AUGIS by Friday 22 August 2014.
Fascia Name Boards (Appendix 1)
Shell Scheme Units
The standard nameboards available to shell stands include the stand number & name and must not exceed 30 characters – they are produced on white foamex with black Helvetica font. Shell scheme stand exhibitors who would like their company logo to appear on the stand should supply their logo in a PDF or Jpeg format. There are specific requirements regarding the quality of the logo to be supplied. For a copy of the artwork guidelines please contact Europa website: www.europainternational.com as this is a separate cost from the one that comes free with the stand.
Please forward your logo to AUGIS and Europa by Friday 1 August 2014. Any logos received after this deadline cannot be guaranteed to appear on the stand.
Please complete and return the form in Appendix 1 to ensure your company details are recorded correctly and accurately. If a logo and completed fascia board form are not received then the company name will be printed in Helvetica Bold.
Stand Payment and Cancellation
Payment for shell scheme stands must be made within 30 days of receiving the invoice. If payment has not been received within 30 days of the booking your stand allocation will be cancelled.
Once a stand has been allocated any cancellation by an exhibitor must be made in writing to the Association before
Friday 15 August 2014. Any cancellation after this time will not be refunded.
Please note all refunds are at the discretion of AUGIS.
Build Timetable
PLEASE NOTE – DIFFERENT TIMINGS FOR SPACE ONLY AND SHELL SCHEME STANDS
Platinum, Gold and Silver Space only Sponsors can begin stand construction from:
1000hrs on Wednesday 17 September 2014
Shell scheme stands can begin stand construction from;
1430hrs on Wednesday 17 September 2014
All stands MUST be completed by 2000hrs on Wednesday 17 September 2014. If you need more time to construct your stand please inform Sarvjit at the AUGIS office as soon as possible before you are on site. If this can be arranged the staffing costs will be invoiced directly from The Brighton Centre.
Breakdown / Removal of Exhibits
Breakdown
No admittance will be given to contractors before allocated time and under no circumstances should any goods be removed or packed away from your stand before this time.
Breakdown of stands can commence from 1400 Friday 19 September 2014.
Occupiers of Shell Scheme stands must vacate the Trade Exhibition by 15:00.
Badges and Registration (Appendix 4)
Registration
Registration will take place in the entrance hall of the venue. Upon request, a full delegate list will be available to our Platinum Sponsors prior to the Meeting. Please complete the forms on Appendix 5 giving details of your stand personnel. Sponsors are allowed the following number of personnel on their stand:
Platinum Sponsors / 8 personnel a dayGold sponsors / 4 personnel a day
Silver sponsors / 3 personnel a day
Shell Scheme exhibitors / 2 personnel a day
Please note that any additional personnel must be notified on the form on Appendix 5 and will be charged at a cost of £55 per person per day.
If you need to register additional representatives, please email .
In order that badges can be produced in good time, please submit the name and company name of the representatives attending the trade exhibition by Friday 5 September 2014. Badges can be collected from the Registration desk on arrival The Brighton Centre.