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Exhibitor Resource Page

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. This does not replace the Manual, but provides an opportunity to get information at a glance. 

  • Please take the time to read through the Manual fully (available to download below) and we hope this page provides helpful information to assist with preparations for being onsite when setting up and attending the event. 

Event at a Glance

CIBSE Build2Perform Live 2020

Venue: Olympia London, 12 Blythe Rd, Hammersmith, London, W14 8UX

Build Date: Monday 23 November 2020

Event Dates: Tuesday 24 & Wednesday 25 November 2020

Event Opening hours:

Tuesday - 09.00 – 19.30

Wednesday - 09.00 – 16.30

Breakdown: Wednesday 25 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 21st November:

https://eventdata.uk/Exhibitor/CIBSE2019.aspx

Once you have registered please print the confirmation email containing the bar codes and bring them with you. You will be given a wrist band and/or Exhibitor Pass on your arrival. 

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

If you'd like to order a scanner for your stand, please do so through this link:  https://eventdata.uk/Scanner/CIBSE2019.aspx by 17th November 

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. 

DOWNLOAD MANUAL

Risk Assessments – All Exhibitors

Onsite Exhibitions has been appointed as the official Health & Safety contractor during Build2Perform Live 2020.

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 the RISK ASSESSMENT FORM in order to ensure they abide by the Health and Safety guidelines. 

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

ALL documentation should be returned to Jennifer@stepex.com by 18th October

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.

The closest car park is the Olympia multistorey or Olympia Motorail, accessed from Olympia Way. There are other car parks in the vicinity (please refer to the access map located at the back of the manual).

Parking is chargeable although a discount is given to all day, online bookings.

Book parking via this link: https://olympia.london/visiting/parking/book-parking - This car parking link is now live so please book your slot ASAP should you require it. 

Loading In/Out: 

You must pre-book a time slot for the loading bay, via this link http://voyagecontrol.com/olympialondon.

Booking will open 4 weeks before the event - Monday 28th October. Please diarise this date to ensure you get the time slot you want. 

***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 at Olympia 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 at G Gate.
  • 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.

If you have arranged for small deliveries to come - please ensure they are aware to use G Gate to access the building. 

In order to ensure they are not lost along the way please ensure it is labelled with the following details: 

CIBSE Build2Perform Live 

  • 24/25 November 2020
  • Level 2 
  • Exhibitor stand name 
  • Exhibitor stand number 
  • Name and contact mobile number for main contact from your company

 

DOWNLOAD VENUE MAP to find G Gate

Contact details for 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 23rd 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 25th 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.

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 buildup 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 18th 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

 

shell scheme

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

EXTRAS FORM - for enhancements such as shelves and carpeting

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 informaiton 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 2020.

Catering on your Stand 

Levy UK is the official Hospitality & Catering Provider at Olympia.  

They can provide food, beverage and equipment hire including coffee machines at your stand, snacks or other options. Please visit their stand catering website: www.levyrestaurants.standdelivery.co.uk/cibse19 where you can easily select food & beverage and other goods and get it delivered at preferable time and date straight to the stand.

Please note that all food and beverage services at Olympia London must be ordered directly via the official Hospitality & Catering provider – Levy UK. Any externally purchased goods and consumed within the venue will be liable for the fee incurred on the day based on the costs listed on the enclosed Corkage & Concession Fee document below: 

CATERING CONSESSION FEE FORM

If you are thinking of catering for yourself and providing your own food,  drinks, coffee machines etc at Olympia, please contact them directly on luisa.magalhaes@compass-group.co.uk or give them a call on 0207 598 5700 to make an arrangement for the earliest convenience.  

Please note that the charge applied on the externally purchased wines, beers, liquor or any other alcoholic beverage will include coverage under the venue and Levy UK alcohol licence, and you will be briefed on the relevant licensing legislation.   

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: 

chairtable

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
Contact: Emily Pepper
Telephone: 01676 542606
Email: Emily@creativehire.co.uk
Web: www.creativehire.co.uk

FURNITURE ORDER FORM

AV requirements for your Stand

Plasma screens and additional audio-visual equipment can be hired from Blitz Communication.

A price list and order form can be found at the back of this manual and downloadable below.

Blitz Communications Ltd
Contact: Peter Lawrence
Telephone: 020 7598 5577
Email: plawrence@blitzges.com

DOWNLOAD ORDER FORM

Waste Management

It is important to note that Olympia run a Sustainability programme called The Grand Plan and in doing so they encourage suppliers and exhibitors to consider the amount of plastic and wrapping that they bring into the building and reduce it wherever possible. 

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. 

DOWNLOAD THE EXCESS WASTE FORM to see what constitutes 'excessive' and pre-book any assistance with removing rubbish. 

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

WIFI onsite 

Olympia offer a complimentary WIFI to all (Free of Charge) available at 512 Kbps. This is suitable for activities such as checking emails on a mobile or tablet device but may not provide reliable access to a website or demos.

Exhibitors can further purchase a secured service for wireless and hardwired internet connections on their stand should they complete the eForce Connectivity Order Form at the back of the manual. Standard rate discounts apply until 26 October, any bookings received after 26 October will receive a 20% surcharge and then bookings placed when the event is on site will incur a 40% surcharge.

eForce contact details: 
Telephone: 020 7598 2400
Email: Edward.Antwi@eForce.co.uk

On arrival at the venue, please ensure you login to the 'Free Visitor WiFi' service unless you have upgraded. If you have upgraded, please choose the 'Exhibitor Login' service. Details of logging in when onsite are below: 

DOWNLOAD THE LOGIN DETAILS HERE

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 2020. 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. The team have negotiated discounted rates at hotels close to Olympia London, exclusively for event exhibitors.

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

Link:       https://www.eventexpressuk.com/e/cibse-build2perform-2020/

Final Checklist and Deadlines

This checklist is at the beginning of your Manual with all the contact details you will require: 

  • Tweet your presence at the event using the marketing tiles provided and mentioning @CIBSE #Build2Perform
  • Register yourself and your colleagues who will be working on the stand: https://eventdata.uk/Exhibitor/CIBSE2019.aspx 
  • Book your accommodation - if required ASAP via Event Express: reservations@eventexpressuk.com   
  • Book your parking anytime now: https://olympia.london/visiting/parking/book-parking   
  • Send Risk Assessments and the Health and Safety Declaration by Friday 18th October 
  • Send any relevant Space Only Plans by Friday 18th October 
  • Complete the Exhibition Health & Safety Form by Friday 18th October 
  • Book your vehicle pass for load in/out from Monday 28th October: http://voyagecontrol.com/olympialondon
  • Pre-order any Stand Catering with Levy Restaurants by Monday 28th October
  • Pre-order any enhanced Internet Connection with eForce by Monday 28th October
  • Pre-order any Water & Waste with Freeman Venue Services by Friday 1st November 
  • Pre-order any Electrics & Lighting with Lion Exhibition Services by Friday 1st November 
  • Send your Stand Name Board to Jennifer@stepex.com by Friday 1st November 
  • Pre-order any Shell Scheme Extras with Lion Exhibition Services by Friday 8th November
  • Provide any names for the VIP Passes (specific packages only) by Monday 11th November 
  • Pre-order any Furniture Hire from Creative Hire by Friday 15th November
  • Pre-order any AV requirements with Blitz Communications Ltd by Friday 15th November 
  • Pre-order any Handling, Lifting, Storage or Delivery Services with Creative Freight by Monday 18th November
  • Pre-order any additional Badge Scanners with Jonas Event Technology by Monday 18th November: https://eventdata.uk/Scanner/CIBSE2019.aspx 
  • Book your Photography Services with Post Photographic by Friday 22 November

OPEN DAY 

There is an Open Day taking place on Thursday 22nd October 

This is complimentary for you and a guest and will be held at Olympia London. It is a great opportunity to network with other exhibitors and supporting organisations.

The presentation will include: how to make the most of exhibiting’, free marketing opportunities, the do’s and don’ts of attending an exhibition, plus an update about the event, conference and awards.

We will also be inviting key members of the advisory group so they can let you know what they want to see and what are the key issues impacting on their day to day roles, plus it’s a chance to meet the organising staff and ask any questions.

The itinerary for the day will be as follows:

12.30 – 13.30      Lunch and networking in the Blythe Room, London Olympia

13.30 – 15.00     CIBSE Welcome & Event Update followed by ‘How to get the most from exhibiting’

15.00 – 15.30     Questions and tea/coffee

Venue:

The Blythe Room, Olympia London

Hammersmith Road, Kensington,

London, W14 8UX

For directions please find the Travel Guide attached or go to: https://olympia.london/visiting/getting-here

Confirm via email by Monday 14th October in order to guarantee a place: Jennifer@stepex.com

Thank you for your continued support of CIBSE Build2Perform Live 2020 and we look forward to welcoming you soon.