Exhibitor Manual
EXHIBITION OPENING TIMES
Sunday 15th March 17:00-19:00
Monday 16th March 09:00-17:00
Tuesday 17th March 09:00 -14:00
LOCATION
Belfast International Convention Centre (ICC)
2 Lanyon Place, Belfast BT1 3WH
https://iccbelfast.com/plan-visit
Belfast is served by two airports with links from Dublin Airport. 8mins from George Best Belfast City, 30mins from Belfast International, 90 mins from Dublin airport and 2mins walk from Lanyon Place Train station.
ACCESS
TBC
ACCOMMODATION
The lead hotel is Hilton hotel located next to the ICC venue. 4 Lanyon Place, Belfast BT1 3LP.
Please visit our official accommodation booking agent MICE Concierge. Email Oliver Pettyfer
Official booking agent
APP
Please download the SCTS App by searching ‘SCTS 2026’
ANNUAL DINNER
The SCTS Annual Dinner will take place on Monday 16th March 19:30-00:00
Location: The Titanic Museum
Tickets are £85.00 each. Price includes welcome drink reception, three course dinner, wine, entertainment & DJ dance
Exhibitors are welcome to purchase tickets when registering for exhibitor passes.
Please note there are no dinner tickets included in any exhibition stand.
Dress code: Gala- Black Tie Cocktail Dresses
AV HIRE
Venue AV order form coming soon...
BUILD
SCTS 2026 Unloading and storage.
More information coming soon.
CARPET
All exhibition areas within the ICC are carpeted. If you wish to install your own carpet on your stand, you must first lay down floor panels to protect the venue carpet. All installed carpets should be secured in place using double sided tape (Stikatak B7 Exhibition Tape or equivalent).
CATERING
Lunch, tea and coffee are included in your package. These will be provided during the official breaks and will be served in and around the exhibition hall. Delegates will flow through the exhibition on their breaks. These will be your busiest times.
ICC Belfast have the sole rights to provide all food and beverages within the venue. Additional catering for your stand can be ordered directly from the venue. Please contact Peter Taylor
Catering Order Form
We allow coffee machines on exhibitor stands. We ask that all exhibitors make sure to arrange a suitable power source to their stand that accommodates the coffee machine, and that you provide the details of the equipment you are bringing onsite.
CLEANING
General cleaning of the venue will take place during the event build and prior to the event opening each day. Any unwanted paper or packaging by exhibitors should be placed in the aisles (not causing an obstruction) at the end of each day for collection and recycling. It is the responsibility of each exhibitor to make sure their stand is kept clean and tidy. If an exhibitor requires the ICC Belfast to clean their stand, this can be arranged for a fee.
Service Order Form coming soon...
CONTACTS
SCTS Organisers Team
SCTS Meeting Secretary Sunil Bhudia sctsmeeting3@gmail.com
SCTS Deputy Secretary Carol Tan Carol.Tan@stgeorges.nhs.uk
SCTS Associate Secretary Gianluca Lucchese Gianluca.Lucchese@gstt.nhs.uk
SCTS NAHP Lead Nisha Bhudia n.bhudia@rbht.nhs.uk
SCTS Associate NAHP Lead Rosalie Magboo r.magboo@qmul.ac.uk
SCTS Sponsorship & Business Development Tilly Mitchell tilly@scts.org
SCTS Administrator Emma Piotrowski emma@scts.org
Exhibtion NEBOSH Matthew Voisey matthew.voisey@amv-services.co.uk
Warwick Shell Scheme Erin Cooke exhibitionservices@wce.co.uk
ICC Belfast Catering Peter Taylor TaylorPeter@iccbelfast.com
ICC Belfast Events Manager Jessica Mooney mooneyj@iccbelfast.com
COMPRESSED GAS & LIQUIDS
The use of compressed gas and liquids are strictly regulated within the venue. Exhibitors should submit details of any proposed use of compressed gas and liquids no later than 28 days before the event. This should include the type of compressed gas or liquid being brought on site (e.g. CO2, O2, Helium, Nitrogen etc.), The size of cylinder or vessel with their working pressures. The intended use of said compressed gas or liquid. A certificate in respect of recent pressure tests of each vessel. This should also be made available on-site for inspection if requested by SCTS’s Health and Safety representative.
DAMAGE & LOSS
Neither the event organisers or the ICC Belfast will accept responsibility for damage or loss of any properties of the exhibitors or contractors. All exhibits are the sole responsibility of the exhibitors. There will be CCTV at the venue, but the individual stands and exhibits lie with the responsibility of each exhibitor. Valuables should not be left unattended on stands and be locked away overnight and additional care should be taken during exhibition build and breakdown. In the unlikely event of theft, please report to the organisers immediately at the registration desk.
DELIVERIES & COLLECTIONS
Directly to Venue
You are welcome to send items directly to the venue. The venue will accept deliveries from Friday 13th March. Any deliveries attempted before this date may be turned away.
Intsructions TBC
FAO:
*Event Manager Name*
C/O: *Event Title, Event Date, Sender/Client Name*
ICC Belfast
2 Lanyon Place
Belfast BT1 3WH
*Box Number (e.g. Box 1 of 4)*
EXHIBITION STAND INFORMATION
Two stand options: shell scheme or Free Build. Please let SCTS know which type of stand you require at least 6 weeks before the event date.
You have been allocated a stand number which will be located in the Lennox Hall on the lower ground floor. All stands must be built to the agreed space allocation agreed as per your booking form.
EXHIBITION - FREE BUILD STANDS
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 design plans to be approved.
EXHIBITION - SHELL SCHEME STANDS
Click here to view shell scheme
Image of Shell Scheme
The shell scheme stand will be built and managed by Warwick Event Services. 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.
SHELL SCHEME GRAPHICS AND OTHER ADDITIONAL SERVICES
Additional Orders Manual
To brand the panels of your shell scheme stand and place additional electrics and/or furniture orders, please visit: https://warwickeventservices.com/collections/scts-2025
Event Password: TBC
Booking deadline:TBC
Artwork deadline: TBC
Exhibitors will receive a 10% discount when booking online.
EXHIBITION - STAND DESIGN
If a stand is free build, you must submit the following to SCTS for approval.
- Detailed Scale Drawings Showing: Plan and Section views of the stand with measurements.
- No stand must exceed 4m in height, stands less than 12m2, cannot exceed 2.5m in height.
- Elevations of the stand
- The width and position of all gangways within the stand
- The type of floor and floor loading of the stand, and floor covering colour.
- Specification of the materials used. 2) Full risk assessment (including Fire) and method statement 3) Details of the stand contractor and a copy of their Public liability insurance.
- CDM statements
EXHIBITION SET UP & BREAKDOWN TIMINGS
The set up will be in phases, and timings allocated. Contractors that turn up outside allocated times may be delayed in accessing the hall. Timings are based upon workflow, not given arbitrarily. Timings are subject to change.
Build up day 1, Saturday 14th March 08.00 to 19.00
Build up day 2, Sunday 15th March 08.00 to 14.00 for inspections, Exhibition opens 17.00.
Breakdown Tuesday 17th March shall commence at 16.00 and must be completed by 20.00
RULES OF ENTRY TO THE HALL
Only persons aged 18 and above may access the Exhibition Hall on build and breakdown days. You may be asked to provide ID if you are challenged.
Anyone suspected of being under the influence or having recently consumed alcohol or drugs will not be permitted into the working area, and will be asked to leave the site. The organisers decision is final.
Failure to comply with PPE regulations may result in contractors not being allowed on site or removed from site, as will any form of antisocial behaviour. The organisers decision is final.
Phase 1
Saturday 14th March between 8:00 and 10:00
This is the delivery of the main contractor’s materials for the shell and electrics, and the offloading by official supplier of vehicles by forklift truck. Major sponsors will be prioritized at this time. This will be a high visibility mandatory time for all persons in Exhibition Hall.
Phase 2
Saturday 14th March between 10:00 and 13:00
Concurrently the shell contractor will be installing the shell booths, and electrics, along with designated free build stands being constructed. Largest stands will be given priority for access on Saturday from 10:00
Phase 3
Saturday 14th March between 13:00 and 19:00
All remaining free build stands can be constructed, until the hall closes at 19:00. The dressing of shell scheme booth will be possible subject to their completion. (Probably from 16:00). Please see PPE requirements below.
Phase 4
Sunday 15th March. 8:00 to 14:00.
All remaining work to be completed on free build stands, and ready for a structural inspection at 1pm. Stands will not be allowed to open without this inspection, build crew must be present, in case of any remedial work being required.
Shell booths may continue dressing stands until 15:00.
At 16:00 the organisers will make an inspection to ensure all stands are ready for the 17:00 opening.
Between 2:00 and 4:00 the venue staff will be cleaning and making the arrangements for delegates to enter the hall. All aisles must be cleared, and no dirty work will be permitted. Your cooperation will be appreciated.
Personal protective equipment (PPE)
Hi vis jackets are required all day Saturday 14th March, in the exhibition hall. They must be yellow, orange or dayglo green, be clean, with reflective strips functional, and have a CE mark. The venue staff wear red jackets. Any other colour or damaged jackets will not be permitted.
Footwear. On Saturday 14th, appropriate safety footwear must be worn. This means shoes or boots suitable for working on site. It is required that contractors wear hard toed footwear. The wearing of casual or sports type footwear will not be permitted and any contractor entering site without suitable footwear will be asked to leave until suitable footwear is sourced. No exceptions.
Ladder safety
Many accidents occur when working at height. Falling of persons or objects can cause injury to the individual or those around them. Please review the many publications on the HSE website if you need advice.
All ladders must be suitable for the work undertaken. They must be free from defects, and of the correct type. Class 3 Domestic ladders are not suitable and will not be allowed in the hall.
You must not use chairs as steps. When working at height, please ensure there is a sterile area below, either cordoned off, or with a person on watch.
Stand design and hanging structures
Exhibitors are unable to use any structural hanging points for signage or structure support. The booth must be supported from below. Exhibitors are not permitted to project any branding or anything onto the ceiling of the hall. All stands must not exceed 4m. All shell scheme spaces i.e., 3m x 2m must not exceed 2400mm in height.
When designing a stand, please be mindful of see through, and blocking adjoining stands. There are no rules, but we would expect a maximum wall length of 40% of any outside perimeter. The organisers have the right to reject any design regardless, if they believe it will have an adverse effect on neighbouring stands. Please send drawings before final company approval/build, so that they may be cleared by the organiser first.
A structural engineer will inspect the stands on Sunday 15th at 14:00. Please ensure that you take pictures of hidden structure during build, so he can see any substructures. Otherwise, you may have to take apart sections for inspection. For overhead beams etc, you must use bolts not screws.
Build crew must be present for inspection.
Dust and waste
It is not permitted to carry out activities that create dust, such as sanding down, and use of saws without extraction equipment. All waste must be taken from site by the contractor, as no waste can be left on site. Any waste left will be removed and charged to the exhibitor.
Deadlines
Please order power by 1st March to avoid late order surcharges.
All stand designs and drawings, risk assessments etc. should be submitted by 15th February.
Please submit to tilly@scts.org
UP-LOADING AND STORAGE
More information coming soon...
FREIGHT (for larger items)
Please make your own arrangements.
FURNITURE
We will supply a 6’ trestle table and two chairs to each shell scheme standard stand.
To place additional furniture orders, please visit: https://warwickeventservices.com/collections/scts-2025
FORK LIFT
Please contact matthew.voisey@amv-services.co.uk if you require a fork lift to unload.
HEALTH & SAFTEY
Exhibition Build and Health and safety Information
The exhibition in Hall 1, starts build on Saturday 14th March, and continues on Sunday 15th March. The exhibition hall opens to delegates at 17:00 on Sunday 15th March for a drinks reception.
Risk Assessments
Risk Assessment All Exhibitors MUST complete a Risk Assessment for the safety of their own staff and stand visitors. If a third party stand contractor is responsible for the build of your stand, please ensure that they are aware of this requirement.
Unloading allocation will not be given until paperwork has been received. There are no waivers, all exhibitors must 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.
Method Statement
A method statement must be submitted by all contractors/exhibitors for works being carried out at the event. This should include safe systems of work and highlight the control measures which will be put in place. This is in additional to the legal requirement for a Risk Assessment.
HEIGHT / SEE THROUGH RESTRICTIONS
No stand shall exceed 4m in Height. Stands under 12m2 can only build to 2.5m high, unless express consent is obtained in advance.
No stand may have more than 40% of an aisle facing side, walled above 1.2m. This is to ensure see through and avoid other exhibitors facing a wall of another stand. The organisers decision on this is final.
INSURANCE
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 exhibitors & stand contractors are required to have relevant insurance to cover themselves against damage to the venue as well as their own stand and equipment. Exhibitors will be held responsible for any damage incurred by whatever means and will be required to make good such damage at their own expense. All exhibitors are responsible for ensuring that their own installations meet current health and safety standards and safe working practices. The venue and the event organisers will not be held responsible for any damage to exhibition stands or missing items.
IT & AV EXTRAS
AV extra order form coming soon...
MARKOUT
The Organiser’s will mark out of the perimeter of the stands and feature areas onto the floor of the Exhibition Hall.
EXHIBITION OPENING TIMES
Sunday 15th March 17:00-19:00
Monday 16th March 09:00-17:00
Tuesday 17th March 09:00 -14:00
PAYMENT & INVOICES
All invoices for exhibition stands must be settled in full 4 weeks before the event date.
Stands will not be allowed to be built unless full payment has been received.
PARKING
There are two privately owned car parks beside the venue. Oxford Street is located just 100 metres from ICC Belfast and Lanyon Place is just a short walk from ICC Belfast.
Parking Information
POWER
Shell Scheme Stands- bronze stands come with 500W electric sockets and two spot lights.
You will be required to bring your own extension leads and adaptor plugs. Please ensure that all electrical items are PAT tested. These certificates should be available upon request. If further power is required please organise through Erin Cooke erin@wce.co.uk
Platinum & Gold stands will need to organise electrics through the Shell Scheme company
PROGRAMME
An interactive programme can be viewed on our website from January
A short programme at a glance will be avaliable on the app
RIGGING
There will be no rigging permitted at this event other than the sponsored banners booked with SCTS.
REGISTRATION
Registration desks at the venue are open:
Saturday 14th March 16:00 - 18:00
Sunday 15th March 08:00 -1 8:00
Monday 16th March 08:00 - 18:00
Tuesday 17th March 09:00 - 12:00
Online registration will open on 1st December
When ready please use the exhibitor registration link to register your staff. Please email tilly@scts.org for the link.
Badges will be collected onsite by scanning your confirmation QR code. Your exhibitor badge will give you access to all sessions.
Please can you pre-register your staff by 1st February
All exhibitors will be required to wear a name badge throughout the meeting. Access to the exhibition hall and the auditorium will be refused if the appropriate badge is not shown.
SCANNERS
There will be a lead scanning option on the SCTS app. Exhibitors will be able to scan delegetaes name badges to retrieve information. A report can then be downloaded at the end of the event. This function is free of charge.
Instructions - Exchanging business cards in-person
You can exchange business card with delegates by scanning their unique QR code which will be available on their name badge. You will need to access the “My Business Cards” feature on the app which can be found under your profile click on the ‘Scan’ button., then click on the ‘Open Scanner’ icon. You will then see a pop-up, which you can use to scan the QR code of other delegates.
All the successful exchanges will be listed in your contact list, and they will automatically receive your business card.
SECURITY
ICC Belfast cannot be held responsible for any items which are left unattended. Exhibitors are responsible for the security of their own stand and its materials. All stand items should be secured overnight and when a stand is left unmanned. In the unlikely event of a theft, the incident should be reported to the ICC immediately. Stand security can be hired from ICC. Please speak directly to the venue who will be happy to provide you with a quote.
SOCIAL MEDIA
Please follow us on Twitter @SCTSUK
Facebook
Instagram: @S_C_T_S
LinkedIn
#SCTS
EXHIBITOR STORAGE
There will be limited exhibitor storage in Hall1D. This is to store crates, boxes, roller banner cases etc. For larger items and equipment please store off site. SCTS are not responsible for these items. Items are left at exhibitors own risk.
TIMINGS OF CONFERENCE
Sunday 15th March
SCTS University 09:00- 17:00
Lunch bags are served outside the session rooms. 12:30-13:00
Welcome reception in the exhibition hall 17:00-19:00
Monday 16th March
Sessions start 08:00 – 18:00
Morning coffee in exhibition hall 10:00 -10:30
Lunch served in the exhibition hall 12:30-13:30
Afternoon coffee in exhibition hall 15:00-15:30
Annual Dinner 19:30-00:00
Tuesday 17th March
Sessions start 09:00 – 17:00
Morning coffee in exhibition hall 10:00 -10:30
Lunch served in the exhibition hall 12:30-13:30
Breakdown after afternoon coffee break 14:00-19:00
TROLLEYS
Exhibitors should bring their own trolleys to transport goods from their vehicles to their stand. ICC Belfast will not provide these on-site.
UNIVERSITY DAY
The SCTS University day takes place on Sunday 15th March 09:00-17:00 There will be four educational streams taking place in four rooms. There is an opportunity to sponsor on of these sessions.
The exhibitor pass gives you access to all sessions on at the University.
WELCOME RECEPTION
The exhibition will open with a Welcome Reception on Sunday 15th March in hall 1 exhibition hall 17:00-19:00
We will be providing drinks and canapés.
This will be a great opportunity to offer delegates drinks and food from your stand these can only be purchased directly from the venue.
No food or drink from outside can be taking into the exhibition hall.
Wi-Fi
There will be free Wi-Fi throughout the whole of the meeting.
If you require a hard line or dedicated Wi-Fi network setup on your stand this can be accommodated at a direct cost to you from the venue
Hardware Order Form Coming Soon...
2027
The next SCTS Annual Meeting will take place on 14th-16th March 2027 at the ICC Birmingham.