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Exhibitor Resource Page 2022

Build2Perform2023

We are delighted that you are part of this year’s CIBSE Build2Perform Live event.

Below is a list of information to assist you with your preparations for the event. A manual will be available in early September, which will provide you with a comprehensive list of all the elements to prepare before the event, and associated deadlines.

Event at a Glance

CIBSE Build2Perform Live 2021

Venue: Excel, London Royal Victoria Dock, 1 Western Gateway, London E16 1XL

Build Date: Monday 15 November 2021

Event Dates: Tuesday 16 & Wednesday 17 November 2021

Event Opening hours:

Tuesday - 09.00 – 19.00

Wednesday - 09.00 – 17.00

Breakdown: Wednesday 17 November - 17.00 - 20.00

Quick links:

Registration and Badges

You will need to register yourself and any colleagues working on your stand by Friday 12th November:

DETAILS ON HOW/WHEN TO REGISTER IS COMING SOON 

Please note: Bag searches will be taking place on arrival – please be aware and allow time for this when arriving at the venue.

There will be an opportunity to order a badge scanner to capture delegates details who visit your stand. Details of this will follow shortly. 

The Manual

This Manual provides important information on the planning of your stand and ensures that your CIBSE Build2Perform Live experience is as seamless as possible. 

All Health & Safety aspects and details need to be read and clearly understood to ensure that the appropriate information is submitted in time, so your stand is approved. 

THE MANUAL IS COMING SOON!  

Risk Assessments – All Exhibitors

Onsite Exhibitions has been appointed as the official Health & Safety contractor during Build2Perform Live 2021.

In order to adhere to venue regulations, ALL exhibiting companies must submit a combined Risk Assessment/Health and Safety Declaration prior to the event.

Exhibitors must use a RISK ASSESSMENT form provided in order to ensure they abide by the Health and Safety guidelines. 

A SITE SAFETY INDUCTION FORM will also be required to be completed to confirm you abide by the Health and Safety guidelines. 

ALL documentation should be returned to Jennifer@stepex.com and will be shared with you over the next coming 2-3 weeks.

Please note: 

If a 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:

i)     Any stage structure over 600mm in height
ii)    Suspended items over 400kg

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

Onsite Exhibitions
Contact: Carol MacInnes
Telephone: 07974 223670
Email: carol@onsitex.co.uk

Parking and booking a Loading In/Out slot 

Parking:

The parking of vehicles in the loading area will not be permitted at any time except for loading and unloading during build-up and breakdown.

Parking and loading information will be shared with you over the coming weeks.

Loading In/Out: 

Booking will open approximately 4 weeks before the event. ***Do not forget to book your pack-down time slot too!***

Please ensure all your onsite staff, vehicle drivers and contractors are aware of the following information:

  • Access to the loading bay area will be strictly controlled by traffic marshals.
  • All personnel must wear appropriate PPE i.e. high visibility jackets or waistcoats, appropriate/protective footwear and hard hats (in pre-defined areas)
  • On arrival traffic marshals will direct you to the loading bay.
  • Any exhibitor requiring the services of a forklift truck to unload heavy exhibits should contact the official contractor Creative Freight (see 'Couriers' section below).
  • Forklifts are not permitted in the hall.

Couriers and small deliveries 

Exhibitors wishing to send exhibits in advance to the exhibition should consign them to the official contractor - Creative Freight - who is experienced in exhibition work and can provide a full handling and case storage service. 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 (contact details below). 

If you decide to use an alternative courier via a car, taxi, colleague on foot , a member of staff from the exhibiting company will need to be present to receive the delivery as neither the venue nor organisers’ can accept deliveries.

Deadline to confirm requirements with Creative Freight is Monday 8th November. 

Contact details for our official contractor: 

Creative Freight
Contact: Craig Kelly
Telephone: 01676 542 470 / 07403 514 585
Email: info@creativefreight.co.uk

Build-up and Breakdown Information 

BUILD-UP: Monday 15 November 

The timings of build-up are:

Space only sites may be built by approved stand building contractors and exhibitors only: 11.00 - 20.00

Shell scheme stands may be dressed: 15.00 - 20.00

BREAKDOWN: Wednesday 17 November 

Until 17:30 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 at 17:00 to allow visitors to exit the hall. The last speaker session ends at 16.30 so in respect of their audience please adhere to these breakdown timings. Breakdown must be completed by 20.00.

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.

WHEN AVAILABLE - Please ensure you read the Manual fully in order to plan your time and follow all the Health and Safety Regulations.

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.

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 and complete relevant exhibitor/contractor site induction pre tenancy or upon arrival on site. Please be aware that the wearing of hi-vis and appropriate footwear is a mandatory requirement, whilst wearing of hard hats will only be required in defined hard hat areas. Bring your own hi-vis as there are none available onsite.

If you require access to the loading bay you must pre-book a timeslot, please refer to the ‘Access’ section of the Manual or the Parking/Loading section below.

Your Stand

SHELL SCHEME:

If you have selected a shell scheme stand it will be constructed using Octanorm to the sizes as per your contract. The official shell scheme contractor for Build2Perform Live is Lion Exhibition Services Ltd, and they have put together a helpful guide for anyone who is new to exhibitions or wants to 'stand out' from the rest. 

Shell scheme stands will be made up of the following:

  • Rear and possible side dividing walls - made up of approx. 1m wide panels 
  • Fascia - A fascia will be provided on all open sides of the stand. 
  • Ceiling Grid: All shell scheme stands have a ceiling grid for support
  • Stand name board - please complete the ‘Stand Nameboard’ form by 22nd October for us to print this in time
  • Floor covering - The hall is carpeted therefore all stands will have the hall carpet which is grey
  • Electrical Items - Dependant on your contract some stands are inclusive spotlights and power points per size of stand

Enhancements: You have the opportunity to enhance your stand and brand it to your specifications. Lion Exhibitions can help with printing graphics for your stand. See the order form below for prices and details. 

GRAPHICS FORM - for artwork costs

Power: Orders for extra power points and for additional lighting must be placed using the Order Form indicating the locations of all fittings required

POWER ORDER FORM

Please contact Rachel Young at Lion Exhibitions on info@lionexhibitions.com or 07900493702 should you need assistance with your shell scheme. 

SPACE ONLY:

If you are a Space Only stand, please ensure you have provided the following information by 18th October:

  • Full dimensions, materials used and orientation within the hall
  • Copy of the Risk Assessment prepared by the appointed contractor
  • Copy of the Method Statement produced by the appointed Contractor
  • Copy of the Construction Phase Plan (CPP) produced by the appointed Contractor
  • Copy of the contractor’s Employer’s and Public Liability Insurances which must be in date for the duration of tenancy
  • Exhibitor/client information
  • Locations of the stand identification letter and number. These must be displayed and be clearly visible from all sides of the stand
  • NB: Please ensure you have ordered your power for your stand through Lion Exhibitions 

Send all documentation to Jennifer@stepex.com no later than 18 October 2021.

Catering on your Stand 

DETAILS FOR PRE-ORDERING CATERING WILL BE AVAILABLE SHORTLY 

Furniture on your Stand 

Please check your contract to see if furniture is included. Should furniture be included the standard inclusion is: 1 x coffee table and 2 x chairs: 

A wide selection of stand furniture is available to hire from the appointed contractor Creative Hire. 

You can view the complete range at: www.creativehire.co.uk

Once you have chosen the furniture required, complete and submit the order form at the back of the manual or linked below.

Creative Hire
Telephone: 01676 542606
Email: info@creativehire.co.uk
Web: www.creativehire.co.uk

FURNITURE ORDER FORM - COMING SOON

AV requirements for your Stand

AV DETAILS COMING SOON 

Waste Management

Please be aware: Exhibitors and suppliers will be charged for any 'excessive' waste left over from a build-up or down, so please be sure to factor this into your planning to avoid being charged for any rubbish left over. 

Crates, palettes, carpet offcuts, carpet rolls and vinyl rolls are all considered 'excessive' so please check carefully to avoid incurring extra costs. 

WIFI onsite 

WIFI DETAILS COMING SOON

Cloakroom and Storage 

There will be cloakroom facilities available 30 minutes before and after the show event times. 

The cloakroom is charged at the following prices:

  • £1.00 per coat
  • £2.00 per bag

Please note that there is NO storage available overnight. Please remember to collect all your items at the end of the show each day or you will be billed by the venue at a minimum of £5.00 per item, per day for anything left behind. 

Business Centre

There is a Business Centre available for exhibitors on Level 3 from 9am – 5pm each day.

This is payable onsite (there is no opportunity to be invoiced) and is Cash Only.

Social Media

Our marketing team will be promoting sessions and exhibition news on Twitter and LinkedIn in the run up to the event and during the two days.

Please get involved by promoting your presence using the promotional tiles we have provided you with, and ensuring you reference @CIBSE and #Build2Perform so we can then retweet your involvement too. 

Photos and Video

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

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

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

An official photographer has been appointed for Build2Perform Live 2021. 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 Build2Perform Live or within the exhibition without written permission from the Organisers’ Office.

Accommodation 

Event Express, in association with the organisers of CIBSE Build2Perform Live, have negotiated special discounted rates for exhibitors at a wide range of well located hotels. 

If you are unsure of your exact requirements, Event Express also offer flexible cancellation policies, which allow you to make amendments and cancellations at no charge until closer to the event, and Event Express do advise that exhibitors book now and amend later in order to guarantee your preferred hotel.

The Event Express service is completely free to use with no hidden charges and no booking or transaction fees, and the friendly reservations team will liaise directly with the hotels on your behalf. For more information, please contact Event Express directly via the email or telephone number listed above, or alternatively refer to the accommodation weblink to book your accommodation online.

Tel:         +44 (0)1905 732737

Email:    reservations@eventexpressuk.com

Checklist and Deadlines

A FULL CHECKLIST IS COMING SOON

In the meantime here's what you could be doing to get things underway:  

  • Market your presence at the event and mentioning @CIBSE #Build2Perform and this logo
  • Send any relevant Space Only Plans by Friday 22 October 
  • Pre-order any Electrics & Lighting with Lion Exhibition Services by Friday 29 October
  • Send your Stand Name Board to Jennifer@stepex.com by Friday 29 October 
  • Pre-order any Shell Scheme Extras with Lion Exhibition Services by Friday 29 October 
  • Provide any names for the VIP Passes (specific packages only) by Friday 29 October 

Thank you for your continued support of CIBSE Build2Perform Live 2021 and we look forward to welcoming you soon.