Please be sure to read thoroughly all the “Rules and Regulations” binding for all Exhibitors and their subcontractors. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
The exhibition and catering will be in the Palace Suite of the Hotel.
The current exhibition floor plan can be found here https://ukkw.org/exhibition/
All contractors are requested to report to the Palace Suite Loading Bay. On arrival you will need to enter via the service road, this is marked and signposted, give the name UK Kidney Week to security.
The Palace Suite is accessible via the rear Hotel goods inwards bay.
We request that the space only load-in and out times you are given (w/c 23 May) are strictly adhered to.
Please note that neither the Events Team or the Hotel are able to provide trolleys, pump trucks or forklifts.
Once you have unloaded, you will be asked to remove your vehicle from the loading bay and directed to the nearest available car park.
|Monday 6 June||10:00 – 16:00||SPACE ONLY: Access/ set-up*
Load-in times will be communicated w/c 23 May
|16:00 – 18:00||SHELL SCHEME ACCESS|
|Tuesday 7 June||09:00 – 11:00||SPACE & SHELL SCHEME: Cleaning / Decorating ONLY|
|11:45 – 19:30||Exhibition Open**|
|Wednesday 8 June||10:00 – 17:30||Exhibition Open**|
|Thursday 9 June||10:00 – 14:30||Exhibition Open**|
|14:30 – 15:30||SHELL SCHEME: Dismantle (material and pop-ups only)|
|15:00||Loading Bay Open|
|15:30 – 20:00||SPACE ONLY: Exhibition Dismantle*
Load-out times will be communicated w/c 23 May
* During these time periods the exhibition floor will operate as a CDM site; therefore, appropriate Personal Protective Equipment (PPE) must be worn as instructed by the H&S Officer.
** All Exhibitors will have access to the exhibition floor 30 minutes prior to opening.
IMPORTANT NOTE: PENALTY COSTS FOR LATE EXHIBITOR SET-UP
If any exhibitor/contractor overruns past the exhibition close time (18:00) during build-up on Monday 6 June and has not vacated the Loading Bay by 18:00 hours, an immediate penalty of £1,000 + VAT per hour, per exhibitor, will be imposed from 18:00 until 22:59. After 23:00 access will be denied. This is non-negotiable. Payment must be paid for in full via credit card onsite. Permission to work past the standard exhibition close time must be agreed with both the Events Team and Health & Safety Officer by 14:00hrs on Monday 6 June 2022. Permission for late exhibitor set-up is at the discretion of the Events Team and Health & Safety Officer. Please ensure your Contractors are fully advised of this important section.
IMPORTANT NOTE: PENALTY COSTS FOR LATE EXHIBITOR DISMANTLE
If any exhibitor/contractor overruns past the exhibition close time during breakdown on 9 June 2022 and has not vacated either the exhibition floor or loading bay by 20:00 an immediate penalty of £1,000 + VAT per hour, per exhibitor, will be imposed.
Permission to work past the standard exhibition close time must be agreed with both the Events Team and Health & Safety Officer by 17:00hrs on 6 June 2022. Permission for late exhibitor dismantle is at the discretion of the Events Team and Health & Safety Officer. Please ensure your Contractors are fully advised of this important section.
On Tuesday 7 June you are invited to the Opening Ceremony held in the Sovereign at 17:20 and the Welcome Reception held in the Palace Suite from 18:20. Exhibitors are asked to staff their exhibition stand during the Reception.
All exhibitors are required to complete and submit an exhibitors risk assessment. Your Risk Assessment is to inform the Health and Safety Officer and the UKKA of any activities on the stand that may require any special attention. For more information, please refer to the ‘Health & Safety’ section of this manual or contact email@example.com for assistance if required.
The Management of Health and Safety at Work Regulations 1999 stipulates that all employers have a responsibility to provide a suitable and sufficient risk assessment. This regulation is as much relevant to events as it is fixed places of work - if not more so, with consideration of a foreign environment and other persons conducting activities that can’t be fully accounted for prior to arriving onsite. A strong emphasis is placed on dynamic risk assessments, standard safe practices and a safety manager constantly assessing collective activities that pose potential risks.
2 x exhibitor passes are included for all exhibiting companies. Onsite badges can be collected from the exhibitor registration desk. By 10:00 on Tuesday 7 June. Exhibitor passes will be printed simply with ‘EXHIBITOR’ and the relevant company name on it.
Additional exhibitor registrations (which includes tea/coffee, lunch, access to the exhibition and poster display and the welcome reception only, please note sessions (ex the Opening) are not included) over and above the entitled amount are available to purchase. Please contact the Events Team.
Please note that for anyone wishing to register for the full meeting programme the registration deadline is 20 May. Please click here for more information.
UKKA will provide general security within the exhibition halls for badge checking. Patients without a legitimate interest (representing an organisation) will not be permitted to enter the hall.
The individual security of the stands and exhibition lies within the responsibility of each exhibitor. Valuables should be locked away overnight and additional care should be taken during exhibition set-up & dismantle.
UKKA WILL NOT BE HELD LIABLE FOR ANY LOSS OR DAMAGE DURING ITS TENANCY AT THE HOTEL.
During the dismantling period, extra care must be taken, as this is a vulnerable time. In the unlikely event of a theft, please report to the Events Team office (Monarch Foyer) immediately.
Exhibitors are warned not to leave valuables unattended on their stands during build-up, open or break-down periods. Special care should be taken of mobile phones as these can be easily misplaced or stolen. Do not leave your stand unattended at any time.
No exhibits may be removed from the hall during set-up-up or the open days of UKKW without obtaining a pass out authorisation from the Events Team.
For security reasons, exhibitors are advised to remove all portable items (including pop up stands and materials) and valuable items immediately on closure of the exhibition each day and not leave their stand unattended until all such items are clear. Neither the Hotel nor UK Kidney Association can be held responsible for any items that go missing during the meeting, including load-in and load-out. Venue security will operate throughout the site but there is no meeting or exhibition hall security outside of opening hours.
UKKA and the UKKW Events Team will not be held responsible for any breach of contract between the preferred partners and/or hotel and exhibitors.
In order to assist with security during build-up/dismantle and the open period of UKKW, admittance may be refused to anyone who cannot produce the designated contractor or exhibitor badge. Please ensure that you and your colleagues carry passes/badges at all times. Exhibitor badges will not permit exhibitors access to any scientific sessions.
The Exhibitor hereby acknowledges that the Events Team has appointed official contractors for shell scheme stands, graphics and furniture, and AV (Please refer to our preferred suppliers list at the end of this document).
When applying/fixing anything to the shell scheme the only acceptable and recommended method is by applying hook Velcro to the back of the object (i.e. graphic). Any other method will result in damage to the shell scheme contractor’s equipment and result in charges. Shelves and literature racks are available on request (in advance, at an additional charge).
An Exhibitor may be permitted to appoint another contractor for interior work to the shell scheme subject to the Events Team and official shell stand contractor’s written consent being obtained along with providing all necessary health and safety documentation.
No Exhibitor will be permitted to erect their display in such a manner as in the opinion of the Events Team obstructs the light or impedes the view along the open spaces or gangways or to inconvenience or otherwise affect the display of other exhibitors. The Events Team reserves the right to adjust exhibits if necessary.
Included in the shell scheme package:
|Structure||Pickard Event Services (aluminium metal structure with steel grey Velcro friendly infill panels)|
|Panel Dimensions||The viewable area of the panel is 2370 mm wide x 945 mm high.
|Branding||1 x name board (showing company name) fascia
NB: Your company name will be displayed on a white background using upper and lower case black characters (max 34) in font Myriad. Unfortunately, we cannot accept any bespoke branded artwork.
|Furniture||Furniture package 1 (FP1) has been included as part of the shell scheme package: 1 x low table (Beech) and 2 x linking chairs (Blue) additional furniture can be arranged via Exhibition Equipment UK and is subject to an extra cost.|
|Lighting||5’ flo LED strip light|
|Power||1 x 500w UK socket (x2 for gold stand)|
|AV||Not included AV can be provided subject to an additional cost via CPS.|
|Wi-Fi||Fixed internet lines are not included and must be booked in advance with the Events Team – this is organised by BT at an additional charge.|
The preferred way for exhibitors to book stand AV is via our preferred supplier CPS who will be on hand during UKKW. Please use the following link https://forms.gle/qbtiZ7KxzJdNd5Gg9
Graphics & Furniture
Can be booked via Exhibition Equipment UK. Please complete and return the form here.
Lighting & Power
Additional lighting and power can be ordered via Pickard Event Services.
Payment and logistics for all other items should be coordinated directly with our preferred suppliers.
All space only stands are allocated on a space only basis; no stand services are included. Please make sure that you liaise directly with our preferred suppliers for your requirements.
Maximum constructible build height is set at 3.99m. This limit includes the overall height of the stand fitting, any branding and all raised platforms as measured from the exhibition floor. This minimum height for dividing walls is 2.5m.
All space only stands with construction elements (irrespective of the height) must submit full construction plans for approval to the appointed health and safety officer (firstname.lastname@example.org), together with full health and safety documentation, by 8 May. Refer to ‘Health and Safety’ section of this manual for further information.
That is, an appropriate technical visual of the stand (including dimensions), suitable and sufficient Risk Assessment and Method Statement for the duration of tenancy, A Construction Phase Plan (CPP) in accordance with CDM (Construction, Design and Management) Management Regulations 2015, rigging plans (if applicable) and a copy of the build contractor’s PLI (Public Liability Insurance) which must be in date for the duration of tenancy
Stand components can be supported by overhead rigging (see Rigging Structures, below). Double-decker stands (two-level stands) of any kind are not permitted at UKKW.
All rigging requirements need to be ordered prior to UKKW. Please contact the Hotel’s approved and exclusive rigging provider for more information.
The wall height between adjacent stands should not exceed 3.99m. It is the exhibiting companies’ responsibility to build its own adjacent wall. Anything above 2.25m on the back of the wall has to be cleanly dressed and finished in flat white. All raw space stands must be neatly finished and closed on top to ensure that visitors/delegates cannot see into stand “back of house” areas.
If at any time it is necessary to use serum of either human or animal original, this must be disposed of correctly. Exhibitors should ensure that any syringes, tubing or any material that might be construed as a blood product by a layperson, e.g. blood substitutes containing dyes, are also disposed of as if they were a biohazard.
There is carpet throughout the exhibition hall.
Please note that exhibitors and contractors must not use exhibition carpet tape. Any exhibitors who use tape on the floor will be subject to a dilapidation charge of at least £7.50 per linear metre of tape depending on the amount of damage caused to the floor.
Children / Animals
For Health and Safety reasons, no person under the age of 16 years can be admitted to the exhibition, during set-up, open days or dismantle. This rule also applies to Exhibitors’ children and should be rigidly enforced to comply with the safety regulations of the exhibition. It is also not permitted to bring animals into the Hotel.
If you are using a contractor, they will be permitted access in line with the set-up and dismantle times detailed in this manual. In order to gain access to the Exhibition Hall during build and breakdown times contractors’ wristbands must be worn, which will be allocated by H&S on arrival. Space only load-in / load-out times must be adhered to.
Please advise how many contractors passes you require to have access to the Exhibition Hall once UKKW is open.
At no time will any collateral be allowed to be stuck to walls or windows using products such as sticky tape, permanent or permanent adhesive, Velcro, glue, double sided sponge tape, nails, pins or tacks. This list is not exhaustive. The use of blue or white tack must be agreed prior to the event. Any damage caused by the placing of signs will be chargeable. Professional foam board signage will be accepted as standard. Adhesive signage on glass, floors, walls and other surfaces can only be used with prior consent and must be completely removed, without causing damage, by the client or a representative thereof. A charge will be made for the removal of signage and for the repair of any damaged surface as a consequence.
Exhibitors intending to use televisions or any other potentially loud appliances for stand demonstrations or who wish to hold live demonstrations must contact the Events Team for approval at least one month prior to UKKW to gain written permission.
All demonstrations or instructional activities must be confined to the limits of the exhibition stand.
You are reminded that you will be charged for making good any damage to the hall or stand area, including the floor, pillars and walls caused by your staff or contractors. All tape used to secure carpets must be removed at the end of the exhibition. Under no circumstances can stand construction, graphics, displays, etc. be attached to the fabric of the building.
Exhibition stands can start to dismantle from 15:30 on Thursday, 9 June; however, from 14:30-15:30 literature and materials that can be hand carried, such as pop-up stands, can be removed. The Palace Suite Loading Bay will open at 15:00 and from 15:30 onwards the exhibition floor will become a CDM site and full dismantle of all stands can commence. In accordance with CDM regulations from 15:30 hours Exhibitor access will only be permitted into the area if appropriate PPE is worn (Refer to ‘PPE’).
Please consider the length of time needed for dismantle and if your time on site is likely to exceed 20:00. Under no circumstances should you commence stand dismantling prior to 15:30 hours – unless the Events Team has given prior approval for this to happen. Please do not leave any goods or equipment under the shell scheme furniture or leave display material on the walls or stand. The UKKA cannot be held responsible for the loss of any exhibits or exhibitor belongings left on stands. All goods must be cleared by 20:00 on Thursday, 9 June.
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or inactions) do not give rise to accidents, injuries or unsafe working environments; you should provide proper information, instruction and training and supervise all parties throughout UKKW.
Check that any contractors, suppliers, agents, etc. which you may have contracted have a Health and Safety Policy, applicable to the exhibition environment. Businesses must have a health and safety policy but the requirement for a documented health and safety policy is a legal requirement only if the Company employs five or more employees.
The UKKW Events Team wish to stress the importance of a constant check being made on the contents of your exhibition stand to see that no unidentified package, case or bag has been left unattended. In any case of doubt, the article should not be handled – inform the Events Team or a member of the Hotel staff.
Please ensure that all fabrics used on stands have the relevant fireproofing solutions. It is a requirement that all drapes brought into the venue conform to BS 5867-Part 2 Specifications for Fabrics for Curtains and Drapes.
The gangways used in this venue are the minimum permissible by law and have been subject to approval by the Local Authority. Under no circumstances will exhibits, stand dressing, tables and chairs, etc. be allowed to encroach into the gangways. All exhibits must be kept inside your space at all times.
Exhibitors wishing to play any recorded material (including CD/MP3/Blu-Ray/DVD) must obtain a license from the Phonographic Performance Limited (PPL) and Performing Rights Society (PRS). Exhibitors are solely responsible for obtaining any license required to play music on their stand.
Please note that the Events Team has no copyright responsibility in respect of any exhibiting company. Exhibitors are reminded that third party copyrights should not be infringed.
Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the Events Team will not be liable for any resulting loss or damages, sustained by any Exhibitor or third party.
Exhibitors may not produce noise and/or use amplification of music and/or voice which may be heard outside the space assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors. Live presentations at the stand are not permitted without prior approval from the Events Team.
The use of microphones, videos or music is permitted, but the volume must not cause annoyance to other exhibitors. The Events Team reserve the right to request an immediate lowering of the volume or prohibit use if the annoyance continues.
Poster Hanging, Banners etc.
Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of the Hotel is not allowed without prior written authorization.
When applying/fixing anything to the shell scheme the only acceptable and recommended method is by applying hook Velcro to the back of the object (i.e. graphic). Any other method will result in damage to the shell scheme contractor’s equipment and result in charges.
Whilst working under CDM adequate PPE is required: Yellow or orange hi-vis, safety footwear (recommended) or suitable strong anti-slip footwear with ankle support (worn at own risk and disclaimer signed). Please note that we recommend PPE is worn for the duration of set-up and dismantle.
Advertising material and signs may not be distributed or displayed outside your exhibition stand.
Special effects lighting, live music, smoke and laser projection may not be used in the exhibition hall. No permission will be given for projection in the aisles or on the walls of the hall.
In accordance with ABPI guidelines, anyone with a legitimate reason to be at the UKKW exhibition is permitted to be there. Please note that the exhibition floor is not open to the public and therefore any press briefings or meetings with members of the public must be conducted outside of the main exhibition.
Activities such as “Meet the Expert” sessions at the stand are not permitted during the official scientific programme. A request to hold such sessions outside the official scientific programme must be submitted to the Events Team for approval.
For Island and Peninsular raw space stands, the line of sight through the stand must be possible from aisle to aisle for at least 30% of the stand width when viewed from each open side.
Fire regulations prohibit the storage of packing materials on or around stands. Please note that NO STORAGE space is available. Please DO NOT store in the exhibition hall all such material should be removed by exhibitors/contractors.
Exhibitors are reminded to ensure they provide sufficient staff and trolleys, etc., to transport goods from their vehicles to their stands as the Hotel has no trolleys available for exhibitor use.
Audio Visual Equipment Hire
All audio-visual enquiries for exhibition stands can be requested directly from CPS, our preferred partner for Exhibition AV services, by completing the order form at the end of this document. All ordering, payment and logistics should be coordinated directly with CPS who will be on site for the duration of UKKW.
Tea and coffee and lunch is provided for exhibitors within the exhibition hall throughout the meeting. The Hotel has the sole rights to all food and beverage consumed at the venue and all food and beverages, and associated catering equipment, must therefore be ordered through them.
Should any company attempt to provide their own food, beverages or catering equipment in the venue, they will be asked to remove it or pay a corkage/facilities fee for it. Any breach of the agreed contract could put the exhibition tenancy in jeopardy, so please ensure that you comply with these instructions.
General cleaning of stands will be carried out prior to the exhibition opening on each morning. This service is free of charge to all exhibitors and light paper, or packaging rubbish should be placed in the aisle at the end of the day (any bagged waste left on stands will not be removed). The cleaning of exhibits, however, remains the responsibility of the exhibitor.
Empty crates and packaging materials must be removed after set‐up and no later than Monday 6 June 18:00.
It is obligatory to collect and dispose of all material during the dismantle of the exhibition.
Should you need to dispose of a large quantity of rubbish following the event, please contact the Events Team.
Any equipment, display aid or other material left behind after Thursday 9 June at 20:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
You are welcome to bring in your own furniture and AV equipment for use on your stand providing it meets the stated health and safety requirements. All furniture enquiries for exhibition stands can be ordered Exhibition Equipment UK. All ordering, payment and logistics should be coordinated directly with Exhibition Equipment UK, our preferred partner for exhibition services.
All Internet enquiries for exhibition stands can be requested directly from the Events Team. All ordering, payment and logistics should be coordinated directly with them.
The supply of electricity for this meeting is provided by the exhibition contractor, Pickard Event Services.
Power requirements should be confirmed to the Events Team prior to the event. Additional power will not be available once the Exhibition has been built. Any requirements for 24-hour power should be made clear to the Events Team.
Electricity is included in every Shell Scheme (1 x 500w UK socket). Additional electric sockets can be provided in different sizes ranging from 500W to 3000W. What size socket you require depends on what you want to plug in for example a kettle would need a 3000W Socket.
Overloading a socket is dangerous and we reserve the right to disconnect a connection if we feel it is unsafe. Please contact the Events Team if you are unsure of the power you require.
Public address system
Announcements made on behalf of exhibitors are made at the Events Team’s discretion.
It is the responsibility of the exhibitor to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout UKKW.
It is recommended that the exhibitor appoints a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and where applicable, the stand builders.
Construction, Design and Management Regulations 2015 (CDM) requirements.
CDM Regulations and related requirements became enforceable within the exhibition sector on the 6 April 2015 and requires exhibitors and contractors to provide a range of information to ensure compliance.
Diverse Solutions has been appointed to manage all Health & Safety requirements UKKW and will be supporting and enabling you in ensuring your responsibilities are met.
This manual includes all rules and regulations for UKKW.
Exhibitor Form (Shell Scheme Only)
All shell scheme exhibitors are required to complete the online Exhibitor Form https://bit.ly/UKKW_HS. Failure to complete the form by 8 May 2022 may result in access being denied to the exhibition floor.
When completing the online form the following items will be required:
Required information includes:
- Exhibitor contact information (whilst on site in Birmingham)
- Name of exhibiting company (as it appears on the shell scheme nameboard)
- Confirm you have read the technical manual and agree to conform to the rules and regulations
- Confirm preference to your shell scheme open sides
- Submit proof of Public Liability Insurance
- Submit a completed risk assessment (an example risk assessment not template is available here)
Please note, that the example risk assessment form is designed for exhibitors who do not intend on undertaking any construction activities. Shell scheme stands will be constructed by the nominated supplier during the CDM period, prior to the arrival of exhibitors.
All exhibitors should be aware of the need for adequate insurance cover. Whilst we take every
precaution to protect you, we cannot be held responsible for any loss or damage, and we strongly advise you to check your own insurance policy to ensure you and your onsite colleagues are adequately covered (Employers Liability Insurance (EL)).
We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer. In addition to this, you should protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control.
Fire Insurance (Compulsory)
Exhibitors must be insured against fire. Exhibition stand and fittings must be of non‐inflammable materials or impregnated with fire‐retardant chemicals. As a rule, easily inflammable synthetic substances, foam polyester, and non‐fireproof straw and reeds are prohibited.
Public Liability Insurance
You are also obliged to have a Public Liability Insurance (PLI) that covers all injuries to persons and damages which might cover in connection with the exhibition.
All Contractors are informed that CDM 2015 is now in force in the UK and as such site safety principles including but not restricted to site rules, site induction and the mandatory wearing of hi- visibility jackets, safety footwear and hard hat (where appropriate) during the set-up and dismantle processes will be rigidly enforced by the Hotel and Events Team. Arriving on site without the aforementioned PPE may be costly as contractors will not be allowed into the exhibition. This policy is extended to exhibitors required to enter the exhibition during construction/dismantle phases. Please note that the Events Team will not carry any stock of this equipment so please ensure that your staff/contractors are aware of this mandatory policy.
Diverse Solutions will receive and inspect all required documentation prior to issuing provisional issuance to build pre-tenancy. A final inspection and sign off will occur on site and be managed by Diverse Solutions in association with the appointed Structural Engineer (if applicable and dependent on complexity) and in liaison with our preferred shell scheme supplier.
Stand contractors engaging in a construction activity are subject to CDM regulations and as a result are required to submit a separate comprehensive risk assessment accounting for any additional risks created. This is subject to approval by the Safety Manager.
Space Only exhibitors will be contacted prior to 8 May by our preferred health and safety supplier, Diverse Solutions, to confirm stand design inc. dimensions, construction phase plan inc. risk assessment, method statement and fire risk assessment.