SCTS Annual Exhibition 2020

Exhibition & Sponsorship options will be available to book from September 2019.

If you have any further questions please contact Tilly Mitchell tilly@scts.org 

Information for Exhibitors

The SCTS Annual Meeting 2020 will take place Sunday 22nd March – Tuesday 24th  March 2020.

ICC Wales -International Conference Centre Wales, The Coldra, Catsash Rd, Caerleon, Newport NP18 1HQ

https://www.iccwales.com

The exhibition will take place on the ground floor Hall 2.

Annual Dinner

The SCTS Annual Dinner will take place on Monday 23rd  March at The Exchange Hotel Cardiff. The theme is the Great Gatsby! Price includes transport from venue, welcome drink reception, 3 course dinner, wine and entertainment. Tickets are for sale at £65.00 each and can be purchased when registering for the meeting

Address: The Exchange Hotel, 4-5 Mount Stuart Square, Cardiff CF10 5FQ

Dress code: Black Tie and Gatsby 1920s

Please note you will need a ticket to access the dinner so please bring this with you.

Transport to the dinner will be leaving the ICC venue.

Large stands will have 4 annual dinner tickets included in the stand price.

Please visit the registration desk to pick up your tickets and confirm your attendance.

App

Please download the SCTS App by searching ‘SCTS 2020’

This year we have downsized our printed programme so we strongly suggest you download the app.

App Inserts

Included in your stand price is a logo and word insert into the meeting app.  This will be a brief paragraph about your company which will include your company contact details.

Bags

This year Edwards are kindly sponsoring the delegate bags. Included in the large stand package is one delegate bag insert. We need a quantity of x 1200. These need to be delivered to our London office by 21st February.

Build Day

Build Day is Saturday 21st March (custom build space only large stands) 8am to 5.30pm

Sunday 22nd March for shell scheme small stands 8 am to 12 noon for construction.

You will have access to the exhibition hall on Sunday from 12 noon to 4pm for dressing shell stands.

Construction site rules will be lifted at 12 noon on Sunday 22nd March, unless select stands are still deemed a construction site.

Stands need to be ready for the Welcome Reception 5pm on Sunday 22nd  March. There will be an inspection prior to opening at 4pm of all stands.

Yellow Hi Vis vests and suitable footwear must be worn during stand construction.

Breakdown Day

Breakdown day is on Tuesday 24th March PM. Time to be confirmed.

During breakdown, smaller stands will be allowed priority access to lifts etc.

Yellow Hi Vis vests and suitable footwear must be worn during stand breakdown.

Carpet

The exhibition hall is fully carpeted.

Catering

We will providing catering throughout the conference. Sunday lunch bags will be provided at the lunchbox session rooms.We will provide lunch for all exhibitors. This will be served in the exhibition hall. Also there will be a morning and afternoon tea and coffee served in the exhibition hall.

Additional catering for your stand can be ordered directly from the venue. Please contact Isabelle Ferner if this is required. sctsadmin@scts.org

CPD Points

The conference can earn delegates to 18 CPD points.

Deliveries

Directly to Venue

You are welcome to send items directly to the venue. The venue is not accepting items before Saturday 21st March so a Saturday delivery will need to be arranged. Please use the address below:

SCTS Annual Meeting 2020

Exhibition Hall 2 <Company Stand Number>

ICC Wales , The Coldra, Catsash Rd, Caerleon, Newport NP18 1HQ

Freight (For larger items)

We are using a Freight company called Europa Worldwide Logistics Ltd.

How it works: Exhibitors send their items to the address below in Birmingham. The freight company will store items in their Warehouse, load onto their own vehicle for Wales for arrival in Wales for Saturday 21st March. Deadline for items to reach Europa Birmingham is 20th February.

Freight Address:

Europa Worldwide Logistics Ltd

Show freight, Midpoint Way

Minworth. Birmingham

B76 9EH for:  SCTS 2020 – Exhibitor Name – Stand Number

Returning items:

Darren Harris from Europa will be on site to visit all exhibitors who will require return shipping.  He will provide you with the return labels. Once packed up you can leave freight on the stand & he will collect when ready. Reload back onto Europa Vehicle & Return to your selected address.

Darren Harris 0121 352 2032 dharris@europa-worldwide.com

Electrics

Your stand will come with 500W electric sockets and spot lights.

Extra electricity can be ordered from our shell scheme provider Intershell

Claire Lawton cplintershell@gmail.com

Exhibitor’s Meeting

There is no exhibitor meeting this year. If you have any questions or new sponsorship ideas for the next conference please contact Tilly Mitchell tilly@scts.org

Football

There will be no  Annual SCTS Cup taking place this year. Instead we are having a 5km charity run.

Fun Run

The very first SCTS charity run on  Saturday 21st March. The run will be 5KM through the welsh woodlands and will start at 4pm from the ICC venue foyer. The run is for all levels of fitness. It is free to join and SCTS will donate £10 to the Welsh Hearts Charity per runner. For Details please email sctsadmin@scts.org

Furniture

We will supply a 6’ trestle table with table cloth and two chairs to each shell scheme standard stand. These will be delivered to your stand on Sunday 22nd March.

To order additional furniture please order directly with Intershell.

Brochure: http://www.theintershellgroup.co.uk/uploads/7/0/5/6/70565081/ifurniture_brochure_2018.pdf

Booking form: http://www.theintershellgroup.co.uk/uploads/7/0/5/6/70565081/quote_request_form_-_inter_furniture.pdf

Hotels

Our lead hotel will be the Celtic Manor which is next to the ICC Wales conference venue. We will be working with an agency to get you the best hotel rates for hotels near the conference centre.

There are also hotel rooms at Coldra Court 20 min walk away or in the nearby town Newport.

Please visit MICE Concierge for discounted room rates.

There is a shuttle bus service which leaves from the ICC Wales venue. The route will transport delegates door-to-door from Newport bus and rail stations to ICC Wales in just 25 minutes and will run initially as an hourly service from 6.25am-6.35pm

Download Bus timetable here.

Insurance & Security

Whilst every precaution is taken to protect your property during the exhibition, the organisers are not responsible for any loss, damage or theft during the entire meeting.  It is recommended that you secure your own insurance. Any damage that does occur will be charged to the exhibitor concerned. We will not be responsible for contractors hired by exhibitors.

All structures, goods and conference materials brought into the venue left at the venue after the event will be regarded as refuse and disposed of accordingly.

All delegates and all exhibitors will be required to wear name badges throughout the meeting.  Access to the exhibition hall and the auditorium will be refused if the appropriate badge is not shown. Security of the stand is the responsibility of the exhibitor.

Parking

There is a 700 space underground car park at the ICC Wales venue.

Payments & Invoices

Invoices must be paid at least 4 weeks before the Conference date.

No stand to be built at event if full payment has not been received.

Cancellation of sponsorship or exhibiting: Full refund up to 3 months before the meeting.  There will be a charge of £500 for any exhibitor pulling out of the conference less than 2 months before the event.

Programme

An interactive programme can be viewed on our website from January 2020.

A short printed programme can be collected at the registration desk.

Programme timings

Sunday 22nd March 2020

SCTS University   9am-5pm

Lunchbox Sessions 12.30-1.30pm (Lunch provided)

Welcome reception in the exhibition hall 5pm-8pm

Monday 23rd March 2020

Sessions start 8.30am – 5pm

Morning coffee in exhibition hall 10.30am -11am

Lunch served in the exhibition hall 12.30pm-1.30pm

Afternoon coffee in exhibition hall 3pm-3.30pm

Annual Dinner Exchange Hotel Cardiff 7pm- 1am

Tuesday 24th March 2020

Sessions start 8.30 am to 5pm

Morning coffee & pastry break 10.30-11am

Lunch served in the exhibition hall 12.00-1pm

Afternoon coffee in exhibition hall 3pm-3.30pm

Breakdown . Time to be confirmed.

Registration

Registration is open:

Saturday 21st March                  5pm -6pm

Sunday 22nd March                  8am -6pm

Monday 23rd March                 8am -5pm

Tuesday 24th March                9am -12pm

Exhibitor passes need to be pre registration online.

Badges will need to be collected from the Exhibitor desk in the registration area. Your exhibitor badge will give you access to all sessions. Additional exhibitor’s badges can be bought for £50 a day. It is forbidden to give exhibitor badges to delegates.

Exhibitor staff will need to pre-registered by 1st February.

Rigging

We have decided for this meeting, that rigging from the ceiling is not permitted.

Risk Assessment

Risk Assessments, method statements and Insurance cover for contractors.

Unloading allocation will not be given until paperwork has been received. All exhibitors should produce a risk assessment, even if the risk is low, stating that they have carried out an analysis, and find it low risk. Such things as use of a table and roller banners would be low risk. If using a PC, please ensure cables are not a trip hazard.

For large free build stands please submit your stand drawings and documents as soon as possible by 1st February to Matthew Voisey  Matthew.voisey@amv-services.co.uk

Stand options

There are two types of stands you can choose. Shell Scheme or Space Only.

   

Shell Scheme Example                               

Space only Example   

Shell scheme option- your stand will be built for you already by our shell scheme supplier. The shell scheme is constructed from 2.4m white panels. A name board is erected on the perimeter of the open sides.  Your company name is printed on this.  Shell Scheme option includes 2 spot lights and a 500w electrical socket. Standard shell scheme stands are 6m² 3m x 2m.

With the space only option you will need to arrange the build of your own stand. This space comes with NO Electrics or lights. These will need to be ordered separately. You also will need to submit stand plans for approval.

Stand Design

No stand shall exceed 4m in Height for space only. Stands of 3mx 2m which are self-build within a shell scheme block shall not exceed 2.4m in height without organiser approval.

No double deck stands permitted. Rigging is not permitted. Please ensure sharp corners to edging are removed.

Storage

Please note there is no storage for exhibitor boxes in the venue. Please store any empty crates and boxes away from your stand or in your vehicle.

University

The SCTS-Ionescu University day takes place on Sunday 22nd March. 9am -5pm. There will be four educational streams taking place in four rooms. There is an opportunity to sponsor one of these sessions.

If you have sponsored a session you can brand you session as you please. With roller banners, merchandise, leaflets etc. This year we will be holding sponsored lunchbox sessions.

Welcome Reception

The Welcome Reception will take place on Sunday 22nd March in the exhibition hall. We will be providing drinks, canapes and entertainment.

This will be a great opportunity to offer delegates drinks and food from your stand these can only be purchased directly from the ICC wales venue.

No food or drink from outside can be taking into the exhibition hall.

The welcome reception will take place from 5pm – 8pm.

If you would like to provide entertainment/music from your stand please let us know.

Wi-Fi

There will be free WiFi throughout the whole of the meeting.

For dedicated WiFi connection please order directly with the venue.

Contact Details

SCTS Organisers Team

Clinton Lloyd               Clinton.lloyd@nhs.net   SCTS Meeting Secretary

Cha Rajakaruna           cha.rajakaruna@googlemail.com

Daisy Sandeman         Deputy SCTS Nurse Rep.

Isabelle Ferner            sctsadmin@scts.org  SCTS Administrator 07949 211 636

Maninder Kalkat          maninder.kalkat@heartofengland.nhs.uk SCTS Deputy Secretary

Tilly Mitchell               tilly@scts.org  SCTS Exhibition & Finance (Sponsorship) 07903 737 376

Shell Scheme & Electrics

Intershell Siobhan Burton sbintershell@gmail.com

Venue Event Manager

Leon Hughes

Tel: 01633 410374

Email: leon@iccwales.com

Venue Catering

Registration & App Software

Shocklogic

Sabirin Yussuf

sabirin@shocklogic.com

Freight & Deliveries

Europa Worldwide Logistics Ltd

Darren Harris 0121 352 2032

dharris@europa-worldwide.com

Next year the SCTS Annual Meeting will be held at the Belfast Waterfront 13th – 16th March 2021.