Exhibitor Resource - Digital Manual

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Learning Places Scotland Digital Exhibitor Manual

We are delighted that you are part of this year’s Learning Places Scotland event.

Below is a list of information to assist you with your preparations for the event.

Please take the time to read through each section of the digital manual fully and we hope this page provides helpful information to assist with preparations for being onsite and attending the event. 

If you have any questions or need specific assistance, please contact the Operations Department on operations@stepconnect2.com, who will be pleased to help you. 

Checklist & Deadlines

A helpful checklist has been created with all the links you require for organising your stand and booking any extras. Please take the time to diarise these deadlines in order to ensure you do not miss any vital booking dates. 

DOWNLOAD THE CHECKLIST

There is a deadline for each service provided by contractors working at Learning Places Scotland.

The deadlines are essential for contractors, detailing exhibitor requirements in advance so that arrangements can be made to ensure supply of the assistance, equipment or services required. Some contractors impose a surcharge for any orders received after the deadline date.

In some instances, it may not be possible to provide services or equipment ordered after the deadline date. All exhibitors are requested therefore to meet the specified deadlines and no liability can be accepted in the instance that deadlines are missed.

The sections below elaborate on all elements of the show, and also include these deadlines and booking links/contact details too. 

Click on the links below for some very useful guides to exhibiting:

Measuring Event Success  

GDPR for Exhibitors  

Top Tips for Exhibitors

The Potted Guide to Exhibiting

Key timings of the show

Monday 14 November - Build up day - 08.00* - 20.00 (*dependant on your stand agreement - see Shell Scheme/Space Only build up times)

Tuesday 15 November - Conference & exhibition are live - 08.45 - 18.00 

Tuesday 15 November - Awards Ceremony - 19.00 - 01.00 at Hilton, Glasgow - Find out more/get tickets

Wednesday 16 November - Conference & Exhibition - 08.45 - 16.00

Wednesday 16 November - Breakdown - 16.30* - 20.00 (*dependant on your stand agreement - see Shell Scheme/Space Only build up times)

Registration & Badge Scanners 

Every member of staff from either the primary exhibiting company or from subsidiary companies exhibiting together on the same stand who will be working at SEC during Learning Places Scotland must wear an exhibitor pass to gain access. Persons not wearing an exhibitor pass will not be permitted access to the exhibition hall.

Exhibitor Badges - Deadline 7 September     

Complete your badge order for yourself and exhibition staff via this link. Badges can be collected onsite from self-service terminals.

Please ensure you have registered yourself and your team to attend the show: 

https://eventdata.uk/Forms/JET00ExhibitorUltimate.aspx?EventRef=LPSB2

Registration Deadline: ASAP, by 12 November

 

Contractor Passes

On the form please register your stand contractors from the drop down list. If you require addition Exhibitor Delegate passes these can also be booked through this link, using 'Exhibitor Delegate' in the dropdown. Badges can be collected onsite from self-service terminals.

Order badges here: https://eventdata.uk/Admin/LPS2022.aspx

Registration Deadline: ASAP, by 12 November

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Badge Scanners

There will be computerised registration at Learning Places Scotland. On arrival, all delegates and visitors will receive a large, clearly printed badge that will contain a bar coded registration number unique to each person. The bar code can be recorded using a badge scanner or mobile device app, either can be hired from the registration company Jonas Event Technology.

Exhibitors can capture the full details of every visitor that they see at Learning Places Scotland and their details will be passed on directly to every visitor they scan.

Order online, via this link https://eventdata.uk/Scanner/LPS2022.aspx

Badge Scanners contact details: 

Jonas Event Technology

Telephone: 01865 520 152

E-mail: leadcapture@eventdata.uk

Badge Scanner Order Form Deadline: 4 November

Parking 

Parking

The SEC (Scottish Event Campus) is conveniently situated for motorists, just off the M8 motorway and with plenty of parking.

Parking for Exhibitors onsite is Free of Charge and will be located with Car Park 5 at the West of the Campus.  Exhibitors do not need to book in to park.  You have an allocation of parking space included in your contract, 150 space for Hall 5.  All traffic arrival and parking in managed onsite by your in-house Traffic Management Team.

The multi-storey has a height restriction of 2m. Drivers with vehicles over 2m can find other local parking areas here.

Glasgow City Council Parking Services

Telephone: 0141 276 1830

Email: Mark.Hampson@glasgow.gov.uk

Access & Loading/Unloading at the SEC

Access - 

There are two Vehicle entry doors into Hall 5. For Learning Places Scotland, we will be using Door 5.1 at the rear of the hall. 

Exhibitors should arrive at the SEC Service Entrance and will be directed to the back of Hall 5 (door 5.1) to unload.  Deliveries should also go to Door 5.1 at the rear of the hall. The SEC cannot accept any deliveries before the start of tenancy due to the lack of storage facilities. Full details of the loading/unloading procedure will be emailed to you shortly.

All personnel onsite during build-up and breakdown must adhere to the health & safety regulations. You are required to wear appropriate PPE (Personal Protective Equipment), that is, yellow or orange hi-vis waistcoat or jacket, appropriate safety footwear and hard hats (where applicable) whilst in the exhibition hall. Please be aware that the wearing of hi-vis and appropriate safety footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas.

ALL personnel entering the hall during build-up and breakdown must have a site induction. This form is for exhibitors only. If you have contracted a stand contractor, they must complete a contractor induction, obtainable from carol@onsitex.co.uk.

A Site Induction Form will need to be completed by Friday 16 September 2022 in order to be able to come onsite: 

SITE SAFETY INDUCTION FORM

Risk Assessments – All Exhibitors

All personnel onsite during build-up and breakdown must adhere to the health & safety regulations. You are required to wear appropriate PPE (Personal Protective Equipment), that is, hi-vis waistcoat or jacket, appropriate footwear and hard hats (where applicable) whilst in the exhibition hall.

Please be aware that the wearing of yellow or orange hi-vis and appropriate safety footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas. Contractors working for you must wear hi-vis and steel toe capped boots during these periods. Hi-vis waistcoats can be purchased onsite from Manchester Central (£3 each) but exhibitors and contractors should bring their own where possible.

For the latest information and guidance on stand builds please download the eGuide: http://www.aev.org.uk/e-guide

In order to adhere to venue regulations, ALL exhibiting companies must submit a Risk Assessment prior to the event.

RISK ASSESSMENT FORM

Please complete the Risk Assessment form by Friday 16 September and return to: operations@stepconnect2.com

For further guidance on Health & Safety or Risk Assessments please contact our Health & Safety Manager:

Onsite Exhibitions
Contact: Carol Macinnes

Telephone: 07974223670

Email: carol@onsitex.co.uk

Delivery of Exhibits

Delivery

For all stand material deliveries and collections, we strongly advise that you do not send anything to the venue direct.

Exhibitors wishing to send exhibits in advance to the exhibition should consign them to the official contractor Cameron Logistics who is experienced in exhibition work and can provide a full handling and case storage service.
Please liaise contact Cameron Logistics via the hyperlink below:
ENQUIRY FORM

A full door-to-door service is available for exhibitors who wish to use this service. For more information and a quotation please contact the official contractor.

If you decide to use an alternative courier, a member of staff from the exhibiting company will need to be present to receive the delivery as the delivery driver will not be permitted access into the hall. 

Cameron Logistics: 

Joanna Galloway 

Email: joanna@cameronlogistics.co.uk

Tel: 01355 238559

Delivery Order Deadline: 4 November

Build-up and Breakdown times

BUILD UP 

Monday 14 November 2022:     08:00 – 20:00 - Space Only sites may be built using pre-approved stand building contractors 

Monday 14 November 2022:     15:00* – 20:00 - Shell Scheme & Stripped Back Shell stands may be dressed

*Please ensure you bring a high vis jacket and appropriate footwear to the venue if you arrive at this time, as the venue may still be in 'hard build' mode and if so, appropriate PPE will be required in order for you to access the hall. 

(Please note that Stripped Back Shell Stands are classed as Shell Scheme and no stripped back Shell Scheme stands will be able to enter until 15:00 on 14 November 2022. If you have any queries regarding this, please contact operations@stepconnect2.com directly.)

All stands must be completed by 20:00 on Monday 14 November. 

BREAKDOWN 

Wednesday 16 November:    

16:30 - 17.00 - "Soft breakdown stage" - Shell scheme exhibitors to remove items off their stands and walk out the venue. 

17.00 - 20.00 - "Hard breakdown" - Shell scheme will be broken down and Space Only contractors are allowed onsite to derig stands. 

The purpose of this policy is to clear as many shell scheme exhibitors with small vehicles and portable displays in the fastest time possible. To ensure that only permitted shell scheme exhibitors gain access at the allotted times, entrance into the loading bay will be controlled by traffic marshals.

Build-Up

In order to allow access to all parts of the exhibition hall, exhibitors are responsible for keeping aisles free from empty crates or boxes at all times during build-up. A Floor Manager will walk the floor during build-up ensuring designated emergency aisles always remain clear.

All personnel onsite during build-up and breakdown must adhere to the health & safety regulations. You are required to wear appropriate PPE (Personal Protective Equipment), that is, yellow or orange hi-vis waistcoat or jacket, appropriate safety footwear and hard hats (where applicable) whilst in the exhibition hall. Please be aware that the wearing of hi-vis and appropriate safety footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas.

All stands must be completed by 20:00 on Monday 14 November 2022.  

ALL personnel entering the hall during build-up and breakdown must have a site induction. This form is for exhibitors only. If you have contracted a stand contractor they must complete a contractor induction, which will be sent out direct from Carol MacInnes and must be returned pre tenancy or upon arrival on site.

A Site Induction Form will need to be completed by Friday 16 September 2022 in order to be able to come onsite: 

SITE SAFETY INDUCTION FORM

Breakdown

On the closing night (Wednesday 16 November, 16:30), the exhibition hall will remain open until 20:00 for the removal of exhibits.

Until 16:30 all exhibits must remain intact and stands fully manned and exhibitors will not be permitted to remove exhibit material until after the close of the exhibition. Security and Health & Safety personnel will ensure exhibitors adhere to this very important procedure. The electrical power supply to all stands will be switched off 30 minutes after breakdown commences in order to comply with Health & Safety regulations.

Exhibitors with space only sites or their contractors can remove their stands from 17.00:

Wednesday 16 November 17:00 – 21:00

There are 2 Vehicle entry doors into Hall 5. For Learning Places Scotland, we will be using Door 5.1 at the rear of the hall. Exhibitors should arrive at the SEC Service Entrance and will be directed to the back of Hall 5 (door 5.1).  

All personnel onsite during build-up and breakdown must adhere to the health & safety regulations. You are required to wear appropriate PPE (Personal Protective Equipment), that is, yellow or orange hi-vis waistcoat or jacket, appropriate safety footwear and hard hats (where applicable) whilst in the exhibition hall. Please be aware that the wearing of hi-vis and appropriate safety footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas.

If you have arranged storage with Cameron Logistics, empty crates will be returned for packing on 16 November soon after the close of the exhibition. Please make all necessary arrangements with Cameron Logistics prior to the close of the exhibition to have your exhibits removed after they are packed.

All exhibit material must be clear of the exhibition halls by 20:00 on 16 November. Anything left after the end of the breakdown period may be removed and scrapped. The costs will be charged to the exhibitor.

ALL personnel entering the hall during build-up and breakdown must have a site induction. A copy of the induction will be emailed to you along with a form for staff to complete once they have seen and understood the document. If you have not already completed the site induction form, here is the link again:

To be completed by Friday 16 September 2022 in order to be able to come onsite: 

SITE SAFETY INDUCTION FORM

Your Stand - Booking Details

Shell Scheme Stands & Stand Extras

If you have selected a shell scheme stand, it will be constructed as specified. The official shell scheme contractor for Learning Places Scotland is Full Circle Ltd.

This year, shell scheme stands will be 'Quad Frontage'.  No alterations may be made to the shell scheme without prior discussion and approval of the Exhibition Office.

Full Circle will be in touch with you directly in order to arrange

Shell Extras Order Deadline: 4 November

 

Height Restrictions

All interior fittings for shell scheme must be contained within the shell stand structure and must not exceed 2.4 meters in height.

 

Electrical Services

All shell scheme stands are provided with an electrical package containing one socket and one light. 

Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the EVA Electrical Regulations and the venue’s electrical regulations.  All work must be carried out by competent and qualified electricians and all temporary installations must be protected by an RCD and inspected before power is supplied to the stand. For further information refer to the ‘Health & Safety’ section of the manual.

There should be sufficient, correctly installed and rated power sockets to preclude the use of extension leads and long trailing flexes. If essential, 4 way extension leads must be correctly fused and limited to one per socket. Multi-sockets must not be used. All electrical trunking must be clearly marked with white or striped tape and may not be closer than 1 meter from any entry/exit steps to/from any exhibits. Coiled Cable reel systems should not be used on stands unless fully extended and appropriate cable management systems are in place.

The electrical power supply to all stands will be turned off 30 minutes after the close of the exhibition on 16 November 2022. Full Circle Ltd can provide any additional electrics that you require.

Electrical Services – Full Circle

Contact: Exhibitor service team

Telephone: 0161 393 3949

Emailexhibit@fullcircleeventsltd.co.uk

Electrics & Lighting Order Deadline: 4 November (Early Booking)

 

Carpet

All shell scheme stands will be carpeted. The carpet style is Evo Rib in the colour of Anthracite. It is possible to change the colour of the carpet on all stands – see forms at the back of the manual for more colour options. However, if this is required, exhibitors must contact the official shell scheme contractor, Full Circle Ltd. The costs will be borne by the exhibitor.

Carpeting Services – Full Circle

Contact: Exhibitor service team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

Carpeting Order Deadline: 4 November (Early Booking)

 

Cleaning

It is the exhibitor’s responsibility to ensure all non-recyclable waste is removed offsite.  The SEC Breakdown Team will be onsite during the breakdown, at the end of breakdown any items left in the Hall will be removed by the SEC Breakdown Team and taken off-site.  The Breakdown Team will be in the hall during the last 4hrs of breakdown.  The exhibitor will be liable for any charges relating to uplift or disposal of these items. 


Catering

The Scottish Event Campus has the sole rights to all food and beverage consumed on the SEC site and all food and beverages, and associated catering equipment, must therefore be ordered through them.

Choose from a wide selection of food and beverages including morning pastries, sandwich platters and a variety of soft and alcoholic drinks. The SEC also provide equipment such as high-quality coffee machines, water coolers and essentials such as disposable glassware and cutlery. This is a drop and go service suitable for exhibitors wishing to provide ‘on the go’ catering for their stand visitors and staff.

All initial orders must be placed through the Company’s online booking facility and must be accompanied by full payment to cover the cost of the order; both should arrive at least 7 days before the show opens. Acceptance of orders received after this period will be at the Company's discretion and should the delivery not be possible, the Client will be informed at the earliest opportunity.

Please be advised that the SEC offers a cashless service ONLY when purchasing food at catering outlets.

You can use this link https://sec.standcatering.co.uk to order food and beverage direct to your stand if required. 

SEC Stand Delivery Service

Contact: Stand Catering Team

Email: standcatering@sec.co.uk

Stand Catering Order Form: Deadline 16 November

 

Stand Nameboard

Stand nameboards/fascias displaying the company name and stand number are provided on all shell scheme stands. Unless the official contractor, Full Circle, receive your details on the Nameboard Form (sent via their online booking portal) by the deadline given, the nameboard will display the company name as it appears on your contract. Please note that these details may not correspond to those submitted for your catalogue entry. A charge may apply if nameboards are changed on arrival at the SEC.

Please return the form to exhibit@fullcircleeventsltd.co.uk

For enquiries call 01423 814730

Nameboard ordering – Full Circle

Contact: Exhibitor service team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

Order Deadline: 4 November 

Furniture 

Furniture is not included in your stand arrangements (unless you have arranged a bespoke contract), so please ensure any furniture is ordered in good time before the show.

Cameron Logistics are the official furniture supplier for Learning Places Scotland. To make an order, please complete the following link: 

Furniture Hire Enquiry Form

Cameron Logistics: 

Joanna Galloway 

Email: joanna@cameronlogistics.co.uk

Tel: 01355 238559

www.cameronlogistics.co.uk

Deadline: 4 November 

Space-Only Stands

A space only site is an area marked out to the correct dimensions. These dimensions must not be exceeded. No stand fitting, carpet or electrics is provided for space only sites. Exhibitors are responsible for their own stand design and construction. It is possible to offer advice and guidance on the preparation of your display at the exhibition. If you would like assistance, please contact Onsite Exhibition Services Ltd by email carol@onsitex.co.uk

If you are considering erecting a modular stand on your space only site, please note that you are responsible for constructing and decorating the side and back walls facing onto your site to a height of 2.5 metres. The minimum height for dividing walls is 2.5 metres. Stand construction height without written permission is limited to 3.5 metres for space only sites. It is possible to exceed this height but only with written permission from the Organisers. 

Walls above 2.5 metres must be clad and decorated on both sides from 2.5 metres upwards by the exhibitor. Such walls overlooking adjoining stands must also be finished to a high standard in plain colours only. Company logos or other corporate messages facing away from the exhibit will not be permitted should they directly overlook adjacent exhibitors. Consideration should also be given to finishing off side walls so that a neighbour’s stand which may not be as wide does not have to face the side of an exposed rear wall. This can occur where timber framed or modular stand structures are in place and can cause disquiet between neighbours.   

You are advised that delegates to the exhibition during Learning Places Scotland will find it easier to locate your stand if you display your stand number on every open side of your stand. If your space only stand design contains any of the following, it is classified as a complex structure and will require input and the appropriate inspection certificate from a certified structural engineer, the costs of which will be borne by the exhibitor: 

  • Any structural part of a stand which exceeds 4 metres in height. This includes exhibits only if the exhibit is supported by the structure of the stand. Freestanding exhibits are not included. 
  • Any stand under 4 metres with structural calculations
  • Sound/lighting towers exceeding 4 metres in height. 
  • Any structure under 4 metres in height that uses or has any attachment to overhead truss/tri-light structure. 
  • Any stage structure over 600mm in height. 
  • Bespoke rigging items and/or Suspended items over 400kg. 

For further advice and guidance on complex structures, please contact Onsite Exhibition Services Ltd by email carol@onsitex.co.uk

All space only sites must submit the following documentation for permission to construct by Onsite Exhibition Services Ltd and the venue to be granted: 

  • Scaled drawings (x2) of the stand design proposal 
  • A suitable and sufficient Risk Assessment specific to the build and dismantling of the stand design 
  • A suitable and sufficient Method Statement of the processes involved with building and dismantling. 
  • A copy of appointed stand builder’s Public Liability Insurance.
  • A construction phase plan (CPP) in accordance with Construction, Design and Management Regulations 2015 

The above documentation must be submitted no later than Friday 16 September to the Operations Team: Operations@stepconnect2.com and Onsite Exhibition Services Ltd by email carol@onsitex.co.uk

Space only exhibitors must include an on-site contact name and telephone number for their chosen stand contractor during the build-up and breakdown periods as part of their Construction Phase Plan document.

Costs for approval of your Space Only stand: 

  • For the stand audit service for non-complex space only stands and for the installation elements on complex stands, there is a charge of £100 + VAT 
  • For approval of a single level complex stand (i.e. over 4 metres or under 4 metres with structural calculations) a structural engineer will be required to approve the build pre-tenancy and onsite. The cost of this will be determined upon application.  

Please be advised that stand plan audit invoices will be sent prior to the granting of provisional issuance to build. Once paid/cleared funds have been confirmed, provisional issuance to build will be granted and final pre-event documentation will be despatched.

Submit Space Only Plans: Deadline 16 September 

Stand Fitting Regulations

Stand Fitting Regulations

Full Circle has been appointed as the official contractor for shell scheme stands. However, exhibitors may employ a contractor of their choice to construct stand interiors and any free-standing displays that may be required.

The contractor must be approved by the SEC and the Organisers to ensure they conform to the following regulations that must be observed when preparing a stand:

  • Contractors must ensure that they can provide on-site, the appropriate certificate/s confirming that all the materials used in the construction of their stand have been adequately treated for fire retardancy.
  • No part of any structure or exhibit may extend beyond the boundaries of the site allocated. This includes the exhibitor’s name, logo, or light fittings.
  • Blimps, flags, and banners above the stand are prohibited.
  • No fitting display or self-adhesive stickers/signs may be attached to or suspended from the ceiling or any part of the exhibition hall, nor may holes be nailed, screwed, drilled or punched into the walls or floor. If this is ignored, the exhibitor/contractor concerned will be charged for the damage caused.
  • The only floor tapes approved for use at the SEC are Stikatak B7 or Sellotape Double Grip 4415 exhibition tape. Contractors must ensure that it is lifted before they leave the hall at the end of the show. Any contractors who leave the tape on the floor after the event will be subject to a dilapidation charge.
  • Displays must be self-supporting.
  • Exhibitors wishing to construct a false ceiling on their stand must submit drawings to the Organisers for approval by the Fire & Safety Authority. Ceilings can only be constructed of a large mesh or egg box material that will permit the passage of water in the event of a fire. They may also require inspection by a structural engineer, in such cases the cost will be borne to the exhibitor.
  • In the case of an island site, a long stretch of full height wall of 2.5m height will not be allowed on the perimeter of the stand. In some cases, a 50% wall can be built to an open side, with permission from the organisers.
  • No flashing/winking lights or neon signs will be permitted unless it forms an integral part of an exhibitor’s product. Sequence-lit displays may be used subject to the Organisers’ approval and the rate of light change.
  • For safety and insurance reasons, only the official electrical contractor can carry out electrical wiring and connections.
  • No services such as electricity cables, water/compressed air pipes, telephone lines inside or near to the stand may be removed, cut, or diverted without the permission of the Organisers and venue.
  • All contractors are expected to clean the stands and remove all construction debris before the official cleaning contractor takes responsibility of the hall.
  • Storage of stand materials and/or exhibits is not permitted behind the perimeter of the stands. This is a Fire & Safety Regulation and will be strictly enforced. Stands incorporating a store within their allocation of space must ensure that all doors contain a vision panel within this provision. Under Venue Fire Regulations this must be made of clear glazing.
  • Welding is not permitted inside the halls.
  • Exhibitors constructing/decorating their stands are required to sign an undertaking, guaranteeing responsibility for any damage which may be caused by any of their employees, including appointed sub-contractors, to exhibits and/or property of other exhibitors, Organisers, Hall Manager, Landlord and Contractors of any other person(s).

Specific to Shell Scheme Stands

  • No additional stand fittings may be attached to the shell scheme structure. No nailing or drilling will be allowed. If you require assistance in hanging or displaying your exhibits, please consult the official stand-fitting contractor.
  • No painting or wallpapering on the shell scheme panels is allowed. Exhibitors who wish to have the panels painted must inform the official stand fitting contractor who will provide a quotation on request.
  • Any change in colour or type of fascia and floor covering must be carried out by the official stand fitting contractor, after approval from the Organiser. The cost involved must be borne by the exhibitor.
  • No financial credit will be given for any shell scheme package item not utilized.
  • Shell scheme open sides must remain open. In some cases, a 50% wall can be installed at the cost of the exhibitor, please contact the organisers office to discuss your requirements.
  • ALL shell scheme exhibitors must complete and risk assessment, induction, and Health & Safety declaration.

Stand Space

It is your responsibility to examine, or cause to be examined, the site allotted to you in order to avoid costly adjustments to stand structures.

It is possible that obstructions may be present that cannot always be indicated on the plans of the exhibition. Any costs relating to modifications that need to be undertaken as a result of any such obstructions will be at the exhibitors’ expense. In the instance of any discrepancy in the site allotted, exhibitors are required to notify the Organisers immediately they arrive and before the opening of the exhibition.

The Organisers will not accept liability in the instance of failure to notify discrepancies before the opening of the exhibition.

Health & Safety

Health & Safety

All personnel onsite during build-up and breakdown must adhere to the health & safety regulations. You are required to wear appropriate PPE (Personal Protective Equipment), that is, hi-vis waistcoat or jacket, appropriate footwear and hard hats (where applicable) whilst in the exhibition hall.

Please be aware that the wearing of yellow or orange hi-vis and appropriate safety footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas. Contractors working for you must wear hi-vis and steel toe capped boots during these periods.

For the latest information and guidance on stand builds please download the eGuide: http://www.aev.org.uk/e-guide

Exhibition Aisles

The aisles in the exhibition are the minimum permissible by law. It is therefore not possible to place exhibits, stand dressing, tables, or chairs etc. in the aisles. All waste other than small items must be removed by contractors. Designated emergency aisles must always be kept clear. Please keep all your exhibits inside your stand area throughout the build-up and open days, as it will be necessary to remove any items placed in the aisles. In order to allow access to all parts of the exhibition hall, exhibitors are responsible for keeping aisles free from empty crates or boxes at all times during build-up. A Floor Manager will walk the floor during build-up ensuring designated emergency aisles always remain clear.

Fire Precaution

The SEC is equipped with fire-protection systems. Exhibitors who require a special type of fire extinguisher because of the nature of their exhibits must make arrangements for the provision of such equipment at their own cost.

Any person seeing an outbreak of fire, however slight, should activate the fire alarm system and make every endeavour to extinguish the outbreak or to confine it using extinguishers and/or the removal of goods in the vicinity. Only attempt to fight the fire if it is safe to do so and you have been appropriately trained to do so.

First Aid Point

The SEC Centre features a fully stocked First Aid Room on the east end of the concourse. The First Aid Room in the SEC Centre will be fully manned throughout the event. Their friendly, professional team can be approached directly on site or requested via a steward.

 

SITE SAFETY RULES:

The following are the general health and safety site rules with regards to safe working. You are reminded that venue staff, exhibitors and contractors alike have a legal duty to cooperate with the organisers on matters of health and safety which includes compliance with these rules.

All participants must comply with any reasonable instruction given to them by either the organiser’s or the venue’s appointed health and safety staff.

Alcohol and Drugs - Drinking of alcohol on site during the build up and breakdown phase is forbidden.

Animals - Animals are not allowed on site unless they are part of the event. Guide and hearing dogs are permitted on request.

Balloons - All balloons must be secured by some means. Lighter than air balloons are not permitted in the exhibition hall. There is a substantial charge payable if balloons are used and have to be retrieved from the roof voids. This cost will be charged to the exhibitor.

Children - Children under 16 are strictly forbidden to be in the halls during the build up and breakdown. There are no exceptions to this rule.

Dust - Dust must be kept to a minimum. Dust extraction must be used, where fitted, on power tools.

Fire - There are strict rules governing what materials can be used to build stands and these will be covered by the venue’s regulations. Exhibitors and contractors must ensure that they are followed. In general you are not permitted to utilise on your event anything which is flammable or non flame resistant unless it has been treated. Venue fire and safety officers will carry out testing onsite to ensure that materials comply.

Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand.

Fire extinguishers will be set out during the build-up period. Please ensure that your stand personnel are conversant with their use and that they are aware of the position of the nearest fire alarm point.

First Aid - First Aid is supplied by the venue and they are located in the main hall. All ambulances must be requested through Control.

Fumes - Clients and contractors have a duty to exercise proper controls over the release of noxious fumes and if necessary, carry out a COSHH assessment. Please be aware of fumes from paint and spraying equipment. Engines of vehicles in the halls must not be left on idle. Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring the combustion fumes to do not build up in the halls, service tunnels and basements as a result.

Hanging Wires - Hanging wires are not to be left hanging below head height and must be marked with tape. Any hanging must be with prior consent with the Operations Team. 

Hazardous Substances - Hazardous substances are not to be brought into the halls unless essential. The use of hazardous substances must be subject to a COSHH assessment. Clients and exhibitors must declare the use or display of hazardous substances as a special risk.

Lifting/Fork lifting - All lifting and fork lifting must be done by the appointed contractor (Cameron Logistics) and comply with The Lifting Operations and Lifting Equipment Regulations (LOLER).

Manual Handling - As far as reasonably possible, you should avoid the need to undertake manual handling operations which involve a risk of injury and appropriate steps are taking following a risk assessment to reduce any chance of injury to the lowest level reasonably practicable.

Smoking - Smoking is not permitted inside the halls in build up and breakdown or open periods other than in designated areas.

Special Effects e.g. Smoke, Lasers, Pyrotechnics, and Strobes - All special effects must be treated as special risks and are subject to strict controls in accordance with a risk assessment and the appropriate legal requirements. For further information contact the Organisers.

Work Equipment and Tools - Clients, exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations to ensure that all tools are fit for purpose and safe to use.

All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use. The use of battery-powered tools is strongly encouraged to reduce trailing cables and risk of electrical hazards. Power tools are to take power from the 110v centre tapped earths provided and not from cleaner’s sockets which are 240v. Those using mains powered tools must ensure that cables are not trailed across aisles. All portable electrical equipment must be subject to a suitable portable equipment testing regime.

Waste - Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat. Special waste which may comprise a hazard such as chemicals, fats and cooking oils must be safely disposed of.

Water Features - Water features which create mists and sprays such as fountains and spa baths create the risk of the spread of Legionella bacteria in air which causes Legionnaire’s disease. Any such feature is a special risk requiring a separate risk assessment detailing how the risk is controlled through water treatment and testing. Please contact the Organisers if you are intending to have a water feature on your stand.

Rigging / Working at Heights

Working at height is to be in accordance with LOLER and the Working at Heights Regulations. As such, all working at heights is subject to risk assessment.

  • All rigging from the roof is to be carried out by the SEC official rigging contractor.
  • All working platforms are to have a guard rail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable.
  • Static and mobile access working platforms must be fit for purpose (see working platforms).
  • Separate risk assessments are required for working on a live edge (before rails are in place).

In such cases fall arrest equipment must always be used.

  • Operatives working at height other than on a static working platform designed for that purpose (e.g. scaffold) must be clipped on.
  • Operatives working at height must have suitable head protection e.g. bump caps.
  • Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works. Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats

In order to request a rigging contractor price and engagement, please complete the form below and ensure the Organisers (Step Connect2) are aware:

ORDER FORM 

Courier, Freight Forwarding / Forklifting

For all stand material deliveries and collections, we strongly advise that you do not send anything to the venue direct.

Our appointed contractor is Cameron Event Logistics, who will manage all on site deliveries and collections.

All shipments can be sent to Cameron Event Logistics local warehouse, up to 5 days before 1st show day, where they will be safely stored. At appointed date Cameron Event Logistics will arrange delivery to the venue and placed directly onto your stand.

 

Attention International Exhibitors NON-UK EXHIBITORS

If your material requires customs clearance, DO NOT send directly to the venue as delays will incur due to your material being seized or held by UK Customs authorities. Contact Cameron Event Logistics Ltd, they can supply a UK registered EORI number. info@cameronlogistics.co.uk / Tel +44 1355 238 559

All Forklift requirements must be booked in advance and will be managed by Cameron Event Logistics.

Stand clearance, empty case storage and courier receiving services are also available upon request.

Please liaise with CEL directly regarding your logistics requirements via hyperlink below:

ENQUIRY FORM

AV requirements for your Stand

Plasma screens and additional audio-visual equipment can be hired from Cameron Event Logistics. A price list can be found here: 

For all AV requirements, please contact the number/email below and a member of the CEL team will be happy to help.

Please note that all orders and payments should be received a minimum of 7 working days prior to the event – late orders will incur a 20% surcharge. 

Audio Visual – Cameron Event Logistics

Contact: Joanna Galloway 

Telephone: 01355 238 559

Email: joanna@cameronlogistics.co.uk

AV Order Form Deadline: 7 November

Water, Waste Drainage and Compressed Air 

Water and Waste

Water and waste drainage is available within the exhibition hall. Exhibitors requiring this service should contact the venue, Scottish Event Campus.

Exhibitors are advised to state what day and time they require installation during build-up when placing their order. Any orders received after the deadline date may be subject to a surcharge. 

Order with the SEC directly using their order form:

ORDER FORM

Piped Services (Air, water & waste)

Contact: SEC Technical Services Team

Telephone: 01412 756 218

Email: technical.services@sec.co.uk

Piped Services Order Form Deadline: 16 September

 

Compressed Air

Natural gas and compressed air are permitted in exhibition areas. You can obtain details and costs by contacting the Technical Services department.

Exhibitors are advised to state what day and time they require installation during build-up when placing their order. Any orders received after the deadline date maybe subject to a surcharge.

Order with the SEC directly using their order form:

ORDER FORM

SEC – Scottish Event Campus

Contact: technical.services@sec.co.uk

Telephone: 01412 756 218                 

Compressed Air, Water and Waste Order Form: Deadline ASAP

Public Liability Insurance

Whilst every precaution is taken to protect your property during Learning Places Scotland responsibility cannot be accepted for any loss or damage that befalls the personnel or property of any exhibitor howsoever caused. Exhibitors are reminded of their responsibility to carry adequate insurance both before and during the event. 

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this you should protect your outlay against Abandonment and Cancellation or Curtailment of Learning Places Scotland due to reasons beyond the control of Step Connect2 Ltd. 

All exhibitors are required to have adequate Public Liability Insurance to approximately the following amounts:

  • £2m for exhibitors
  • £5m or £10m for stand contractors of small stands or contractors who are building within shell scheme.
  • £10m for contractors build space only stands

Whilst every precaution is taken to protect your property during Education Estates®, responsibility cannot be accepted for any loss or damage that befalls the personnel or property of any exhibitor howsoever caused. Exhibitors are reminded of their responsibility to carry adequate insurance both before and during the event.

Please send a copy of your companies Public Liability Insurance Document to operations@Stepconnect2.com.

PLI Deadline: Friday 16 September 

WIFI onsite 

The SEC is a fully WiFi enabled venue. Exhibitors requiring a hardwired internet connection on their stand should complete the Internet Order Form booked with the venue directly: 

ORDER FORM

SEC Technical Services

Telephone:  0141 248 3000

Web:  technical.services@sec.co.uk

Internet Order Form: Deadline ASAP

Security 

Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment with the premises being patrolled day and night, please be aware that the SEC is a public venue. Responsibility cannot be accepted for any injury, loss or damage or any consequential loss whatsoever which may befall your personnel and their property.

Valuables, particularly of a portable nature, must not be left unattended on your stand. This is especially relevant during build-up and breakdown. Please refer to comments about security in the Breakdown section of the manual.

Please ensure that any incident involving the loss of property is reported to a member or the Organisers’ team. Failure to do so could result in insurance companies refusing to meet claims. If you require any advice on the subject of security please contact the Organisers’ Office. It is acceptable for exhibitors to employ security personnel if required. A contact can be provided for the provision of security services.

To assist with security, all personnel in the exhibition halls must wear identification badges at all times. Exhibitor and contractor passes can be collected onsite.

For security and safety reasons, exhibit movement in or out of the exhibition halls is not permitted during exhibition opening hours. Security guards maintain a twenty four-hour security surveillance team for the SEC and will patrol the exhibition-site in general, but their duties will not include specific attention to individual stands.

Photos and Video

During the event we will be taking photographs and video for use by Step Connect2 for the future promotion of the event.

Step Connect2 Photography Disclaimer reserves the right to use any photograph/video taken at any event organised by Step Connect2.

Step Connect2 may use the photograph/video in publications or other media material produced, used by Step Connect2 including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc.

An official photographer has been appointed for Learning Places Scotland. The official photographer can be commissioned by exhibitors for PR events and stand photographs. A form is contained at the back of this manual and below.

For security reasons, no other photographer will be permitted to work at Learning Places Scotland or within the exhibition without written permission from the Organisers’ Office.

If you would like to book photography of your stand please complete the order form and send to Post Photographic directly: 

ORDER FORM 

Post Photographic Ltd

Contact: David Weston

Telephone: 01299 269737

Email: info@postphotographic.co.uk

Web: www.postphotographic.co.uk

Exhibition Photography Services Form: Deadline ASAP

Maximise your presence at the show...

In order to maximise your presence at the show please ensure you shout it from the rooftops!

Do let us know if you need any promotional support in this.

Anyone can sign up to attend the show and part of it is free of charge (exhibition and visitor passes), so do include the registration link if you are promoting it anywhere:

https://eventdata.uk/Forms/Form.aspx?FormRef=LPSB2Visitor&PageNo=30

 

If you also include our show handle and hashtags the team will be able to share your content too:

Twitter: https://twitter.com/EduScotland

Facebook: https://www.facebook.com/LearningPlacesScot/

LinkedIn: https://www.linkedin.com/showcase/84923506/

Hashtags: #LPS22 #LearningPlacesScot22 #eduscotland 

Useful Contacts

Accommodation – Event Express

Telephone: 01905 732737

Email: reservations@eventexpressuk.com

 

Photography - Post Photographic

Contact:  David Weston

Telephone:  01299 269737

Email:  info@postphotographic.co.uk

Website: https://www.postphotographic.co.uk/


Audio Visual – Cameron Event Logistics

Contact: Joanna Galloway 

Telephone: 01355 238 559

Email: joanna@cameronlogistics.co.uk

 

Badge Scanners – Jonas Event Technology

Contact: Laura Burchell

Telephone:  01865 893567

 

Shell Scheme Extras – Full Circle

Contact: Exhibitor service team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

 

Carpet – Full Circle

Contact: Exhibitor service team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

 

Stand Catering - SEC Hospitality Services

Email:  standcatering@sec.co.uk

 

Piped Services (Air, water & waste) - SEC Technical Services Team

Telephone: 01412 756 218

Email: technical.services@sec.co.uk

 

Nameboard (Fascia) - Shell Scheme Only

Full Circle - Exhibitor service team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

 

Delivery, Handling, Lifting & Storage

Cameron Logistics 

Contact: Joanna Galloway

Telephone: 01355 238 559

Email: joanna@cameronlogistics.co.uk

   

Electrical Services – Full Circle

Contact: Exhibitor Service Team

Telephone: 0161 393 3949

Email: exhibit@fullcircleeventsltd.co.uk

 

Furniture – Cameron Event Logistics

Contact: Joanna Galloway 

Telephone: 01355 238 559

Email: joanna@cameronlogistics.co.uk

 

Risk Assessment/Health and Safety/

Space Only Plans – Onsite Exhibitions

Contact: Carol MacInnes

Telephone: 07974223670

Email: carol@onsitex.co.uk

 

Internet Connection

Venue - SEC Scottish Event Campus

Telephone:  0141 248 3000

Web:  www.sec.co.uk 

 

Venue -  SEC Scottish Event Campus

Glasgow,

G3 8YW

Telephone:  0141 248 3000

Web:  www.sec.co.uk 

Deadlines

Deadlines

Please note that there is a deadline for each service provided by contractors working at Learning Places Scotland. The deadlines are essential for contractors, detailing exhibitor requirements in advance so that arrangements can be made to ensure supply of the assistance, equipment or services required. Some contractors impose a surcharge for any orders received after the deadline date.

In some instances, it may not be possible to provide services or equipment ordered after the deadline date. All exhibitors are requested therefore to meet the specified deadlines and no liability can be accepted in the instance that deadlines are missed.

Your Data

The organisers, Step Connect2 as the data controller are committed to protecting your privacy and endeavor to collect, process and share your data in accordance with the latest regulations that apply. We do not buy or sell data. Read our full Privacy Policy here: https://www.stepconnect2.com/privacy/

If you have questions or concerns about your customer information, please contact us either by email data@stepconnect2.com or telephone 01892 351626.

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