Exhibitors Handbook 2019

Deadlines

Company profile12 April 2019
Health and Safety Declaration12 April 2019
Advert for delegate handbook17 May 2019
Inserts into delegate bag17 May 2019
Symposium 17 May 2019
Scanner rental31 May 2019

Forms

Exhibitor Information

Additional badge and Conference Dinner tickets

Health and safety declaration 

Symposium

Scanner Rental

A – Z Information

  • Accommodation

    MICE Concierge have been appointed as the official accommodation booking agency and will be dealing with hotel bookings. A range of hotels located within a short travel distance from the venue have been reserved. Exhibitors are advised to book accommodation early in order to secure first choices.

    Tony Brindsen will be dealing with all accommodation bookings.  Email Tony or phone on +44  (0)1438 908770.

  • Advertisements

    If you have booked advertising space in the delegate handbook, please adhere to the advertising specifications below and submit your PDF file to susan.maguire@bdng.org.uk  by 17 May 2019

    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 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.

    Complimentary badges

    • 3x3m stands will receive 2 complimentary badges
    • 6x3m stands will receive 4 complimentary badges

     

    Purchase additional badges

  • Build and breakdown times

    Build

    Monday 24 June 2019  
    Space only stands 10:00 – 23:59
    Shell scheme stands 14:00 – 23:59
    Tuesday 25 June 2019  
    All stands 08:00 – 10:00

     All stands must be complete by 10:00 on Tuesday 25 June when the exhibition hall opens to delegates.

    Breakdown

    Thursday 27 June 2019 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 27 June 2019.

    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

    CH&CO is the official catering partners of Harrogate Convention Centre. All catering must be ordered through CH&CO. Contact Sarah Jane on 01423 537325 or email Sarah Jane

  • 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 is entitled to 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  12 April 2019

    Click here to submit your information

  • Deliveries

    Deliveries will not be accepted by the venue prior to Monday 24 June 2019. 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
    25 – 27 June 2019
    Exhibition: BDNG – Hall D
    Exhibitor: Your Company Name
    Stand No: Your Stand Number
    Harrogate Convention Centre
    King’s Rd
    Harrogate
    HG1 5LA

    If your deliveries require a signature, please ensure a member of staff is on site for deliveries. Neither the venue nor the organiser can accept responsibility for the safe delivery of your materials.

    Download a delivery form

  • 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.

    Click here for a floorplan

     

  • 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  by 12 April 2019

    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 £5M. 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

    Tuesday 25 June
    Exhibitor access from 08:00
    Exhibition opens at 10:30 and closes at 18:00

    Wednesday 26 June
    Exhibitor access from 08:15
    Exhibition opens at 08:30 and closes at 17:00

    Thursday 27 June
    Exhibitor access from 08:30
    Exhibition opens at 08:45 and closes at 14:30

    Registration Desk Opening Times
    Tuesday 25 June                              08:00 – 18:30
    Wednesday 26 June                       08:00 – 17:00
    Thursday 27 June                            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 bigger than A4. Please send 300 inserts to us by 17 May 2019

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

  • Scanner rental

    Following feedback from our 2018 conference, exhibitors can scan delegates visitors to their stand or symposium via the delegate badge.

    Rental includes:

    • One scanning device
    • Data export as an excel file*
    • One email to delegates post conference**

    * Delegate data is name, job title and place of work. Postal addresses and email addresses will not be included

    **Only delegates who have given permission to receiving emails

    Cost is £300 (+VAT) per scanner.

    As this is a significant financial investment for the BDNG, scanner rental has to be booked and paid for in advance. No exceptions. The closing date for rental is 31 May 2019.

    Click here to rent

  • Social programme

    A complimentary Welcome Reception will be held between 17:00 and 18:00 on Tuesday 25 June 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 19:00 onwards on Wednesday 26 June at the Majestic Hotel.

    The dress code is black tie/lounge suit.

    Complimentary Conference Dinner tickets

    • 3x3m stands receive 2 complimentary tickets
    • 6x3m stands receive 4 complimentary tickets

    Purchase additional tickets

  • Stands

    Carpet
    Flooring in Hall D is reinforced concrete with a white terrazzo tile surface. No carpet will be provided. If you would like carpet on your stand, this can be ordered through Joe Manby Ltd

    Catering
    CH&CO is the official catering partners of Harrogate Convention Centre. All catering must be ordered through CH&CO. Contact Sarah Jane on 01423 537325 or email Sarah Jane

    Electrics Package
    The standard Electrics Package consists of 2 x LED Spotlights and 1 x 500w socket outlet per stand for shell scheme stands and 1 x 500w socket outlet  for space only stands.  Click here for more information on electrics

    Furniture
    A table and two chairs are provided for each Shell Scheme Stand Packages. No furniture is provided for Space Only stands. Additional furniture hire can be arranged via Joe Manby Ltd. You can of course bring your own.

    Graphics
    Joe Manby Ltd is able to provide stand graphics.

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

    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.

    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. See Standing Fitting brochure for more information and additional features.

  • Symposia

    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 in delegate handbook
    • 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 and/or  agenda and/or learning objectives by 17 May 2019. Submit this information.

    Invitation flyer
    Please send 300 flyers by 17 May 2019 to:

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

    Email invitation
    We use Mailchimp to send emails and these can be either plain text or HTML. HTML  need to be sent as a zip files which contain the html code or the HTML code can be imported directly from a hosted URL.  Please note: we are unable to send attachments. Please submit your email to susan.maguire@bdng.org.uk  by 17 May 2019.

    Please note: Emails will only be sent to conference delegates who have opted in to receive emails. Opt out links are included in all BDNG emails.

  • 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