Information for Exhibitors
The SCTS Annual Meeting 2021 will take place Sunday 7th February– Tuesday 9th February 2021.
ICC Wales -International Conference Centre Wales, The Coldra, Catsash Rd, Caerleon, Newport NP18 1HQ
The exhibition will take place on the ground floor Main Hall (2,000 sqm)
If you have booked an exhibition stand you need to register for name badges.
Registration will open on 1st December 2020.
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 January 2021.
Saturday 6th February 2021
Registration opens 5pm-6pm to pick up name badges
Sunday 7th February 2021
SCTS-Ionescu University 9am-5pm
Lunchbox Sessions 12.30-1.30pm (Lunch provided)
Exhibition opens: Welcome reception in the exhibition hall 5pm-8pm
Monday 8th February 2021
Exhibition opens 9am -6pm
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 9th February 2021
Exhibition opens 9am -3.30pm
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 3.30pm- 8pm
An interactive programme will be available to view online from 1st January 2021
A short printed programme can be collected at the registration desk.
The SCTS Annual Dinner will take place on Monday 8th February 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.
Please download the SCTS App by searching ‘SCTS 2021’
This year we have downsized our printed programme so we strongly suggest you download the app.
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.
For large complex stands. Build day is Saturday 6th February 7am to 7pm
Small stands and shell scheme built stands Build day is Sunday 7th February 7am-4pm
For pre made shell scheme stands you will have access to the exhibition hall on Sunday from 12pm to dress your stand.
Construction site rules will be lifted at 12 noon on Sunday 7th February, unless select stands are still deemed a construction site.
Stands need to be ready for the Welcome Reception 5pm on Sunday 7th February. 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 is on Tuesday 9th Febraury after the afternoon coffee break 3.30PM.
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.
The exhibition hall is fully carpeted.
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 venue catering email@example.com
The conference can earn delegates to 18 CPD points.
Directly to Venue
You are welcome to send items directly to the venue. The venue is not accepting items before Saturday 6th February so a Saturday or Sunday delivery will need to be arranged. Please use the address below:
SCTS Annual Meeting 2021
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 6th February. Deadline for items to reach Europa Birmingham is 20th February.
Europa Worldwide Logistics Ltd
Show freight, Midpoint Way
B76 9EH for: SCTS 2021 – Exhibitor Name – Stand Number
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 firstname.lastname@example.org
Your stand will come with 500W electric sockets and spot lights.
Extra electricity can be ordered from our shell scheme provider Intershell
Claire Lawton email@example.com
There is no exhibitor meeting this year. If you have any questions or new sponsorship ideas for the next conference please contact Tilly Mitchell firstname.lastname@example.org
There will be no Annual SCTS Cup taking place this year.
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 7th February.
To order additional furniture please order directly with Intershell. Please contact Olivia Havelot
Furniture Booking form
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.
Discounted rates through MICE Concierge will be available from 1st December.
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.
There is a 700 space underground car park at the ICC Wales venue. There will be a fee to park.
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.
We have decided for this meeting, that rigging from the ceiling is not permitted.
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 January to Matthew Voisey Matthew.email@example.com
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.
You can have the shell scheme panels printed with graphics. Please contact Leaf Display Kris.firstname.lastname@example.org
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.
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.
The SCTS-Ionescu University day takes place on Sunday 7th February 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.
The Welcome Reception will take place on Sunday 7th February 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.
There will be free WiFi throughout the whole of the meeting.
To connect to the venue WiFi please select ‘Guest’ and follow the instructions.
For dedicated WiFi connection please order directly with the venue.
SCTS Organisers Team
Maninder Kalkat email@example.com SCTS Meeting Secretary
Cha Rajakaruna firstname.lastname@example.org SCTS Deputy Secretary
Daisy Sandeman Deputy SCTS Nurse Rep.
Isabelle Ferner email@example.com SCTS Administrator 07949 211 636
Tilly Mitchell firstname.lastname@example.org SCTS Exhibition & Finance (Sponsorship) 07903 737 376
Shell Scheme & Electrics
Intershell Siobhan Burton email@example.com
Furniture Olivia Havelot firstname.lastname@example.org
Venue Event Manager
Tel: 01633 410374
Gemma Boyd email@example.com
Registration & App Software
Freight & Deliveries
Europa Worldwide Logistics Ltd
Darren Harris 0121 352 2032
Next year the SCTS Annual Meeting will be held at the ICC Belfast March 2022.