31st Annual Conference Exhibitor Information

This page contains information for exhibitors for the 31st BDNG Annual Conference

Quick links to submit information. Please submit this information by 05 August 2022

Company Information

Health and Safety Declaration

Symposium Information

  • Accommodation

    Reservation Highway will be dealing with all accommodation bookings. Exhibitors are advised to book accommodation early in order to secure first choices.

    More information

    Harrogate Convention Centre provide a list of local accommodation here

  • AV/IT

    Any exhibitors requiring AV and/or IT equipment on their exhibition stand can order this directly from the venue. Please contact Exhibition Services for more information and costings.

  • Badges

    Exhibitor badges are NOT personalised: they are inscribed with the name of the Company only and are therefore transferable should you plan a changeover of staff during the event. You will be able to access any of the BDNG Educational sessions throughout the conference at no additional cost.

  • Build and breakdown times

    Build

    Monday 19 September  
    Space only stands 10:00 – 21:00*
    Shell scheme stands 14:00 – 21:00*
    Tuesday 20 September  
    All stands 08:00 – 09:00

     

    All stands must be complete by 09:00 on Tuesday 20 September when the exhibition hall opens to delegates.

    *If you require access to the conference centre after 21:00, please contact us. Please note additional charges will apply for provide staffing at the conference centre.

     

    Breakdown

    Thursday 22 September 14:30 – 19:00

     

    Exhibitors are reminded that they cannot remove any part of their stand before 14:00 on this day. All stand materials need to be removed from the Exhibition Hall by 19:00 on Thursday 22 September.

     

    Neither the Organiser nor the Venue will take responsibility for any items left in the Exhibition Hall after this time. Any items that need to be collected by courier should be labelled up with the appropriate delivery address and arrangements agreed with the Venue regarding collection. The Organiser cannot accept any responsibility for the safe collection of items.

  • Catering for stands

    CH&CO is the official catering partners of Harrogate Convention Centre. To find out more, contact Laurel now on 01423 537325 or email Laurel.Thomson@harrogateconventioncentre.co.uk

  • Cleaning

    Cleaning of the common areas of the exhibition hall will be carried out prior to opening and overnight during the conference. Please leave any waste you wish to be removed in the aisles at the end of each day.

  • Company profile

    Each exhibitor is entitled to a 100 word entry in the conference app Your company logo will appear alongside this entry. Submit your company profile here

     

    Please submit this information by 05 August

    SUBMIT YOUR COMPANY INFORMATION HERE

  • Deliveries

    Deliveries will not be accepted by the venue prior to Monday 19 September 2022. If you are arranging any deliveries please ensure that these are scheduled to arrive from this date and that they are clearly marked as follows:

     

    BDNG Annual Conference
    20 – 22 September 2022
    Exhibition: BDNG – Hall D
    Exhibitor: Your Company Name
    Stand No: Your Stand Number
    Harrogate Convention Centre
    King’s Rd
    Harrogate
    HG1 5LA

     

    Please ensure that a member of your staff will be on-site to accept and sign for the delivery.

  • Dress Code

    The dress code for exhibitors is smart casual.

  • Emergency procedure

    In the event of an emergency, please follow the emergency procedures issued by Harrogate Convention Centre.

  • Exhibition Hall

    The Exhibition will be held in Hall D situated in the central areas of the main convention centre. Room height is 2.9m (at lowest).

    Exhibitors can off load at the rear of Hall D which is access from Service Road via Springfield Avenue. There is a goods lift to Hall D. Maximum height access is 2.43m and maximum width access is 1.90m. Once off loaded, vehicles must be removed from this area.

  • Health and safety

    All exhibitors and their agents must be aware of their responsibilities to ensure the health and safety of their employees, agents and visitors to their stands as far as is reasonably feasible. Exhibitors are reminded of their responsibilities under the Health and Safety at Work Act 1974 and must complete a health and safety declaration affirming their commitment to co-operating and co-ordinating with all parties whilst sharing a workplace. If risks are identified on this declaration, the exhibitor must submit a risk assessment. All exhibitors and their agents must comply with Construction (Design and Management) Regulations 2015. CDM Resource Pack

     

    Please submit the health and safety declaration and/or Risk Assessment by 05 August 2022

     

    RISK ASSESSMENT FORM

    Convention Centre Health and Safety Policy

    Convention Centre Site Rules

  • Insurance and liability

    Exhibitors are required to hold suitable Public Liability Insurance which is valid for the duration of the exhibition to the value of £10M.

    Exhibitors are responsible for their own actions and those of their agents whilst onsite. The organisers expressly decline responsibility for any loss of damages that may befall the person or property of the exhibitor or his agent from any cause whatsoever.

     

  • Opening Times

    Opening times

    The Exhibition Hall will remain open throughout the Conference.

    Tuesday 20 September

    Exhibitor access from 08:00

    Exhibition opens at 09:00 and closes at 18:00

    Wednesday 21 September

    Exhibitor access from 08:00

    Exhibition opens at 08:30 and closes at 17:00

    Thursday 22 September

    Exhibitor access from 08:00

    Exhibition opens at 08:30 and closes at 14:30


    Registration Desk Opening Times

    Tuesday 20 September                   08:00 – 18:30

    Wednesday 21 September              08:00 – 17:00

    Thursday 22September                  08:00 – 16:00

     

  • Parking

    There are several pay and display car parks close to the venue. More information

  • Promotional inserts

    If you have booked to include inserts into the delegate bags, these should be no bigger than A4. Please send 300 inserts to us by 05 August 2022

     

    BDNG
    Annual Conference insert
    82 Antrim Street
    Lisburn
    BT28 1AU

  • Social programme

    A complimentary Drinks Reception will be held between 17:00 and 18:00 on Tuesday 20 September in the Exhibition Hall. This will give delegates and exhibitors an opportunity to network and you are encouraged to attend. You do not require a ticket to attend this event.

    The Conference Dinner and Awards will be held from 19:30 onwards on Wednesday 21 September. If you have requested tickets for this event, they will be included in your pack.

    The dress code is smart casual

  • Stands

    Carpet
    Hall D is fully carpeted. Information on alternative flooring COMING SOON

    Electrics Package
    The standard Electrics Package consists of 2 x LED Spotlights and 1 x 500w socket outlet per stand. Information on ordering additional electrics COMING SOON

    Furniture
    A table and two chairs are provided for each Shell Scheme Stand Packages. No furniture is provided for Space Only stands. Information on ordering additional furniture hire COMING SOON. You can of course bring your own.

    Graphics
    Information on ordering stand graphics COMING SOON

    Name board (shell scheme only)
    A fascia name board will be positioned on the top of each open side of your stand detailing your company name.

    Shell scheme
    The modular shell scheme system comprises of white melamine wall panels 2500mm high, 2435mm to the underside of the ceiling beams, matt finished aluminium post and rail frames. Information on ordering additional items are available COMING SOON

  • Security

    Security

    Although every reasonable security precaution is taken throughout the tenancy period of the event, the organiser cannot be held responsible for any loss, damage or accident, which may occur to any exhibitor (or their agents), property or personnel. We strongly recommend that any valuable items e.g. handbags, mobile phones and laptops are kept under constant supervision and removed from the Exhibition Hall each evening. Please ensure that you have suitable insurance cover for yourself, your staff and your property.

     

  • Symposium

    If you have booked a symposium, this includes the following:

    • Room rental
    • Basic AV: laptop, data projector, screen, top table and lectern with fixed microphone
    • Programme entry on Conference App
    • Invitation flyer included in delegate bag
    • Email invite to delegates

     

    If additional AV/IT equipment is required, please contact Exhibition Services for more information and costings.

     

    Entry in delegate handbook
    Please supply the meeting title, agenda and learning objectives by 05 August

    Invitation flyer
    Please send 300 flyers by 05 August to:

    BDNG
    Annual Conference insert
    82 Antrim Street
    Lisburn
    BT28 1AU

     

    Email invitation
    We use Mailchimp to send emails and these can be either plain text or html. Please note: we are unable to send attachments. Please submit your email to susan.maguire@bdng.org.uk  by 05 August

     

    Click here for the Symposium Form

  • Waste Disposal

    We strongly discourage irresponsible discarding of materials on site. All exhibitors and contractors are responsible for the clearing of all stand fitting items including floor coverings, literature and products at the end of the event. Any exhibitor found to be in breach of this will incur charges.

  • Wifi

    Free wifi suitable for browsing and email runs throughout the Convention Centre. Faster bandwidths are also available on request. Please contact Exhibition Services for more information and costings.

  • Venue address

    Harrogate Convention Centre
    King’s Rd
    Harrogate
    HG1 5LA

    Telephone:         01423 500500

    Website:              www.harrogateconventioncentre.co.uk