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Exhibitor Manual


DATES

Saturday 7th May 2022

Exhibition Setup

Sunday 8th May 2022

Exhibition Set up

SCTS University

Exhibition Opens - Welcome Reception 5pm-7pm

 

Monday 9th May

SCTS Main Meeting Programme

SCTS Annual Dinner

 

Tuesday 10th May 2022

SCTS Main Meeting Programme

Exhibition break down 14:00

LOCATION

ICC Belfast, 2 Lanyon Place, Belfast, BT1 3WH.

ICC Belfast Website

The exhibition will take place in Hall 1 (1805m²)

Access Map

ACCESS

Venue Location ICC Belfast is located at 2 Lanyon Place, Belfast, BT1 3WH.

Please note there is a height restriction of 4.0m within the service yard. Service Lifts Goods access to our exhibition areas is via Service Lifts. Below are the lifts with their dimensions and weight limits.

Hall 1 Van Lift * 2.50m (H) x 3.00m (W) x 6.00m (D) - Weight limit 4000kg Hall 1

Goods Lift * 2.30m (H) x 1.90m (W) x 6.0m (D) - Weight limit 2500kg

Loading Doors Below is the loading door dimensions into our exhibition spaces Hall 1 loading door from lifts 2.30m (H) x 2.80m (W)

ACCOMMADATION

The lead hotel is the Hilton Hotel Belfast next to the ICC Belfast Conference venue. Please use our official accommodation booking agent MICE Concierge. Email hello@miceconcierge.com 

Book here

APP

Please download the SCTS App by searching ‘SCTS 2022’

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

ANNUAL DINNER

The SCTS Annual Dinner will take place on Monday 9th May 19:30-01:00  at the Hilton Hotel. Tickets are £65.00 each. Price includes welcome drink reception, three course dinner, wine and entertainment.  Gold exhibition stands include Four complimentary tickets. Free tickets must be confirmed and collected from the registration desk.

Dress code: Black Tie and cocktail dresses

Address: Hilton Hotel Belfast. 4 Lanyon Place, Belfast BT1 3LP

CARPET

All exhibition areas within the ICC Belfast are carpeted (with the exception of the Concourse and Riverside Foyer). If an exhibitor wishes to install their own carpet on their stand, they 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.

Provision of Food and Beverages at ICC Belfast Hospitality Belfast have the sole rights to provide all food and beverages within ICC Belfast. Additional catering for your stand can be ordered directly from the venue. Please contact your Hospitality Belfast Catering Manager to place an order. Peter Taylor TaylorPeter@iccbelfast.com

Any stand intending to have a coffee machine on the stand, must obtain prior consent from the venue and organisers, and comply with all regulations required.

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 ICC Belfast to clean their stand, this can be arranged for a fee.

ICC Belfast will not dispose of bulk exhibition waste and event organisers should make arrangements for the removal of wooden pallets, unwanted stand build materials, carpets etc. at the end of tenancy. If such materials are left behind, the cost of disposal will be re-charged to the exhibitor.

CONTACTS

SCTS Organisers Team

SCTS Meeting Secretary             Maninder Kalkat       sctsmeeting@gmail.com

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

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

Exhibtion NEBOSH                       Matthew Voisey       matthew.voisey@amv-services.co.uk

Shell Scheme  Warwick Events  Erin Cooke                erin@wce.co.uk

ICC Belfast Event Manager   Laurel Gray                    GrayLaurel@iccbelfast.com

ICC Belfast Catering             Peter Taylor                     TaylorPeter@iccbelfast.com

COMPRESSED GAS & LIQUIDS

The use of compressed gas and liquids are strictly regulated within ICC Belfast. 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.

COVID-19 PROTOCOL

For the latest information on travelling to Belfast and attending ICC Belfast for SCTS 2022, please click here

DAMAGE & LOSS

Nether 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 in the main exhibition hall

DELIVERIES & COLLECTIONS

Directly to Venue

You are welcome to send items directly to the venue. The venue is not accepting items before Saturday 7th May so a Saturday delivery will need to be arranged. Any deliveries attempted outside the dates of the event will be turned away. 

All deliveries should be addressed in the following way:

SCTS Annual Meeting 2022

Hall 1 Exhibition Hall

ICC Belfast

2 Lanyon Place

Belfast

BT1 3WH

 

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 Hall 1. 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 build by Warwick events. 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

The panels of your shell scheme can be branded. Please contact Annabel at  exhibitionorders@wce.co.uk for a quote. 

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

Saturday 7th May 2022 Build day one   07:00 to 19:00.  Custom build stands only

Sunday 8th May 2022 Build day two   07:00 to 16:00.  All stands including stand Dressing

Sunday 8th May 2022 17:00 to 19:00 Exhibition opens with welcome reception.

UP-LOADING TIMES

Saturday 7th May 2022

07.00 to 10.00 will be solely for service providers, and pre booked unloading via official provider. Self-unloading will only begin once pre booked unloading has taken place.

We only have one loading bay and door and for safety cannot allow self-unloading until the forklift truck unloading is finished.

10.00 to 17.00. General self-unloading for custom build stands only. Times will be allocated only when we receive full H&S documents, stand drawings, and insurance details. No unloading after 17.00

Sunday 8th May 2022

07.00 to 09.00 will be for unloading by official provider. No self-unloading.

08.00 to 13.00 will be for all self-unloading, of custom and shell scheme stands.

14.00-16.00 all materials must be removed from the hall ready for 17.00 opening

EXHIBITION BREAKDOWN

Exhibition breakdown will be from 14:00- 19:00 on Tuesday 10th May 2022 after the last lunchbreak.

During breakdown, smaller stands will be allowed priority access to lifts etc. Full final details will be provided to exhibitors during the Monday. Timings may be subject to minor change.

Upon arrival a traffic marshal will book you in. Then you will be called to unload. You must unload and move the vehicle. We have limited parking for vans and 7.5T trucks. Anything bigger will need to go offsite for parking.

Any vehicle under 2.1m in height must park in the paid for multi storey car park, due to limited open-air parking for vans and taller vehicles.

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.

FREIGHT  (for larger items)

Freight company Cameron

Please email Ewen@cameronlogistics.co.uk

Order Form

Tariff Card

F&Qs

FUN RUN

We have teamed up with Heart Valve Voice and have organised a 5K fun run. This can be ran at your own time during 5th – 12th May 2022. Please record your run time on the event page on the Strava app.

FURNITURE

We will supply a 6’ trestle table with cloth and two chairs to each shell scheme standard stand.

If you would like additional furniture please contact Annabel at Warwick Events exhibitionorders@wce.co.uk

Furniture Brochure

Password: SCTSIccB2022

FORK LIFT

There is no permanent forklift on site at the ICC Belfast. If you require a forklift for load in/load out, please speak to SCTS 28 days before the event date. Forklifts may only operate within the service yard and van lift. They are not to be driven within the halls. Only approved and authorised persons may operate a fork lift truck.

HEALTH & SAFTEY

Risk Assessments

Risk Assessment All Exhibitors MUST complete a Risk Assessment for the safety of their own staff and stand visitors, including any Covid protocol detailed further in this document. 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.

Please submit your drawings and documents as soon as possible, and in any event by 25th April to Matthew Voisey Matthew.voisey@amv-services.co.uk

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.

Hi–Vis Policy During build-up and breakdown, all personnel must wear hi-vis (High visibility) clothing within high risk areas such as our service yard. Personnel not wearing hi-vis will not be permitted in these areas.

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.

MARKOUT

The Organiser’s will mark out of the perimeter of the stands and feature areas onto the floor of the Exhibition Hall.

OPENING TIMES

Sunday 8th May 2022

Sessions 09:00 – 17:00

Exhibition Opens -Welcome Reception 17:00 – 19:00

 

Monday 9th May 2022

Sessions 8:00 – 18:00

Exhibition 9:00 – 18:00

 

Tuesday 10th May

Sessions 8:00 – 16:00

Exhibition 9:00 – 13:30

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 multi-story car parks located near ICC Belfast offering more than 800 parking spaces. Visit our car parking information. Visit Belfast | ICC Belfast

Vehicle Marshalling Area - All Exhibitors’ and Contractors’ vehicles which require access to the ICC Belfast service yard during build up and breakdown must display a vehicle pass. This is not a parking permit so once unloading or loading is complete, the vehicle must be removed from the service yard.

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 our service provider Warwick events.

Free Build Stands  - Bronze stands will come with a 500W electric socket

Platinum & Gold stands will need to organise electrics through our exhibition service provider Warwick events at exhibitionorders@wce.co.uk

PROGRAMME

An interactive programme can be viewed on our website

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

RIGGING

There will be no rigging permitted at this event.

REGISTRAION

Registration is open:

Saturday 7th May                    17:00-18:00

Sunday 8th May                       08:00 -18:00

Monday 9th May                     08:00 -18:00

Tuesday 10th May                   09:00 -12:00

Please use the link below to register your staff. An account need to be created for each individual. Please select exhibitor category and use discount code EXBELFAST

Register for exhibitor passes here

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 8th April 2022

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

ICC Belfast provides 24-hour building security cover via its security control room.

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 Belfast immediately. Stand security can be hired from ICC Belfast. Please speak to your Event Manager who will be happy to provide you with a quote.

SOCIAL MEDIA

Please follow us on Twitter @SCTSUK

Facebook

Instagram: @S_C_T_S

#SCTS2022

STORAGE

There is built storage at the back of the exhibition hall. Please note that there is limited storage on site for any empty flight cases/boxes the space is available on a first come first serve basis.

Storage of items or materials beside and behind stands is not permitted. Where feasible, storage areas should be built into the exhibition stand.

TIMINGS

Sunday 8th May 2022

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 9th May 2022

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 19:30-01:00

 

Tuesday 10th May 2022

Sessions start 09:00 – 16:00

Morning coffee in exhibition hall 10:00 -10:30

Lunch served in the exhibition hall 12:30-13:30

Breakdown after lunchbreak 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

The SCTS University day takes place on Sunday 8th May 2022 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 Welcome Reception will take place on Sunday 8th May 2022 in the exhibition hall.

The exhibition will open with an extended welcome reception. 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 ICC Belfast 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 ICC Belfast. Please contact Dave Young YoungD@iccbelfast.com

2023

The next SCTS Annual Meeting is planned to take place at ICC Birmingham on 19th -21st March 2023.