Exhibitor’s Information

Deadline dates

Advertisement in delegate handbook13 August
Company profile30 July
Health and Safety1 September
Promotional inserts1 September
Symposium – entry in delegate handbook13 August
Symposium – invitational flyer1 September
Symposium – email invite1 September

Contents
Accommodation
Advertising in delegate handbook
AV/IT
Badges
Cleaning
Company profile
Covid-19
Deliveries
Dress code
Emergency procedures
Exhibition hall
Exhibition stands
Health and safety
Insurance and liability
Opening times
Parking
Promotional inserts
Security
Social programme
Symposia
Waste disposal
Wifi
Venue address

Accommodation
HotelMap will be dealing with all hotel bookings. More information

Advertising in delegate handbook
If you have booked advertising space in the delegate handbook, please adhere to the advertising specifications below and submit your PDF file to Mark by 13 August.

Advertising Specifications

  • We only accept electronic files
  • Trim size is A4, full-page advert to be 297 x 210mm with 3mm bleed all round.
  • Our preferred file format is high-resolution, print-ready PDF files created using Distiller press settings with all fonts embedded, no RGB images present and 3mm bleed added.

AV/IT
Any exhibitor 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 would 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.

Cleaning
Cleaning 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 will have a 100 word entry in the delegate handbook which is distributed to all delegates upon their arrival at the conference. your company logo will appear alongside this entry. Please submit this information by 30 July. Complete this form

Covid-19
The BDNG Annual Conference will strictly adhere any government and Harrogate Convention Centre guidelines in relation to Covid-19 restrictions. At the time of writing, there are no restrictions. Exhibitors will be informed if this changes.

Deliveries
Deliveries will not be accepted by the venue prior to Monday 20 September 2021. 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
21 – 23 September 2021
Exhibition: BDNG- Hall D
Exhibitor: Your Company Name
Stand No: Your Stand Number
Harrogate Convention Centre
King’s Road
Harrogate
HG1 5LA

If your deliveries require a signature, please ensure a member of your staff will be on-site to accept and sign for the delivery. The BDNG is unable to sign for your deliveries or accept responsibility for their safe keeping.

Dress code
The dress code for exhibitors is smart casual

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

Exhibition Hall

The exhibition will be held in Hall D situated in the central area fd the main convention centre.

Please note, the maximum height for stands 2.85m as the ceiling is 2.9m (at it’s lowest)

Off-loading – exhibitors can off load at the rear of Hall D which is accessed 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 1.9m. Once off-loaded, vehicles must be removed from this area.

Exhibition Stands
Build and breakdown times

Build
Monday 20 September 2021
Space only stands10:00 – 23:59
Shell scheme stands14:00 – 23:59
Tuesday 21 September 2021
All stands08:00 – 08:30

All stands MUST be complete by 08:30 on Tuesday 21 September when the exhibition hall opens to delegates

Breakdown
Thursday 23 September 202114:30 – 19:00

Exhibitors are reminded that they cannot remove any part of their stand before 14:30 on this day. All stand materials need to be removed from the Exhibition Hall by 19:00 on Thursday 23 September 2021.
The BDNG will not 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 BDNG cannot accept any responsibility for the safe collection of items.

Carpet – Hall D has recently been carpeted. If you would alternative carpet on your stand, this can be ordered through Full Circle Events

Catering – CH&CO are the official catering partners at Harrogate Convention Centre. All stand catering must be ordered through Deanna on 01423 537224 or email 

Electrics – a standard electrics package consisting of 2x Spotlights and 1x 500w socket outlet is included for all 3x3m shell scheme stands. Space only stands are supplied with 1x 500w socket outlet. Order additional electrics through Full Circle Events

Furniture – A table and two chairs are provided for each 3x3m Shell Scheme stand package. No furniture is provided for Space Only stands. Additional furniture hire can be arranged via Full Circle Events You can of course bring your own.

Name Board – a fascia name board will be positioned on the top of each open side of your shell scheme stand detailing your company name.

Shell Scheme – The modular shell scheme is white melamine wall panels, 2500mm high, matt finished aluminium posts and rail frames. Please contact Full Circle Events for additions to your shell scheme

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. Please refer to CDM resource pack for more information.

Harrogate Convention Centre Health and Safety Policy
Harrogate Convention Centre Site Rules

Health and Safety Declaration and Risk Assessment form

Please submit your H&S Declaration and Risk Assessment by 1 September 2021

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 £5M. Exhibitors are responsible for their own actions and those of their agents whilst onsite. The BDNG expressly decline responsibility for any loss or damages that may befall the person on property of the exhibitor or his agent from any cause whatsoever.

Opening times
The Exhibition Hall will remain open throughout the Conference.

Tuesday 21 September
Exhibitor access from 08:00
Exhibition opens at 08:30 and closes at 18:00

Wednesday 22 September
Exhibitor access from 08:15
Exhibition opens at 08:30 and closes at 17:00

Thursday 23 September
Exhibitor access from 08:15
Exhibition opens at 08:45 and closes at 14:30

Registration Desk Opening Times

Tuesday 21 September                 08:00 – 18:30
Wednesday 22 September           08:00 – 17:00
Thursday 23 September              08:30 – 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 larger than A4. Please send 400 inserts to us by 1 September 2021

BDNG
Annual Conference insert
Forsyth House
Cromac Square
Belfast
BT2 8LA

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.

Social Programme
A complimentary Drinks Reception will be held between 17:00 – 18:00 on Tuesday 21 September in the Exhibition Hall. You are encouraged to attend.

The BDNG 30th Birthday Party will be held on Wednesday evening at the Majestic Hotel. If you have requested tickets for this, they will be included in your pack. The dress code for this is smart casual.

Symposia
If you have booked a symposium, the following will be included:

  • Room rental
  • Basic AV: Laptop, projector and screen, top table and lectern with fixed microphones and 1 audience microphone
  • Programme entry in delegate handbook
  • Invitation flyer in delegate bag
  • Email invite to delegates

AV – If additional AV/IT equipment in required, please contact Exhibition Services for more information and costs

Entry in delegate handbook – please supply symposium title, agenda and learning objectives by 13 August using this form

Invitation flyer – please send 400 flyers by 1 September to:
BDNG
Annual Conference insert
Forsyth House
Cromac Square
Belfast
BT2 8LA

Email invitation – we use Mailchimp to send emails and these can be either plain text or html. Please submit your email to Amanda by 1 September

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 is available throughout the Convention Centre. Faster bandwidths are also available on request. Please contact

AV – If additional AV/IT equipment in required, please contact Exhibition Services for more information and costs

Venue address
Harrogate Convention Centre
King’s Road
Harrogate
HG1 5LA
Telephone: 01423 500 500
Website: www.harrogateconventioncentre.co.uk