EXHIBITOR MANUAL
WESTPOINT, EXETER – 23rd & 24th APRIL 2020

HOW TO USE YOUR EXHIBITOR MANUAL

The information detailed in the manual should provide you with everything necessary for your successful participation at Toolfair & Elex Exeter. Some of the services explained will be essential to your participation, while others are an optional extra. Below are outlined the ways we recommend you use the information enclosed.

1) Read the information in full now this will ensure you are immediately aware of stand information, restrictions, cut of dates for orders etc.

2) Fill in and return all request/requirement forms immediately if possible; if not, please ensure you do so by deadline dates.

3) Keep photocopies of any forms you complete and return, and bring them with you to the show. They will be invaluable should you have any queries on site.

The checklist on the following page should assist you with meeting deadline dates.

Please ensure that your stand designers and fitters are aware of the regulations concerning stand construction, the use of officially appointed contractors and the build-up and breakdown times.

If there is anything further you need to know please give Kirstin Eldridge a call on (01494) 714599 or email keldridge@hamerville.co.uk

Please note that any company that has not paid in full will not be permitted to exhibit at the show.

EXHIBITION ORGANISER

Kirstin Eldridge
Tel: 01494 714599
Email: keldridge@hamerville.co.uk

EXHIBITION SALES MANAGER

Colin Gale

Tel: 01923 237799
Mobile: 07971 555 528

OFFICIAL CONTRACTORS

AUDIO VISUAL
Sirius Conference & Events Ltd
Unit C4, The Bridge Business Centre
Timothy’s Bridge Road
Stratford Upon Avon
Warwickshire CV37 0HT
Tel: 01789 269262
Fax: 01789 269862

CARPET
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

ELECTRICS
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

FORKLIFT SERVICES
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

FURNITURE
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

SHELL SCHEME
The Intershell Group
Intex House
Avondale Way
Cwmbran
Gwent NP44 1TS
Tel: 01633 838283
Fax: 01633 838299

VISITOR REGISTRATION
N200
10 Millfield House
Woodshots Mead
Watford
WD18 8YX
Tel: 01923 690650
Fax: 01923 690691
Email: sales@visitconnect.co.uk

EXHIBITION TIMETABLE

BUILD-UP
Space Only Exhibitors

Wednesday 24th April
10:00 – 19:00

Shell Scheme Exhibitors
Wednesday 24th April
12:00 – 19:00

Any shell scheme exhibitor arriving before 12:00 may find his stand has not yet been erected.

All Exhibitors
Thursday 25th April
08:30 – 9:30

EXHIBITION OPENING TIMES
Thursday 25th April
10:00 – 16:00

Friday 26th April
10:00 – 16:00
Please note we require all exhibitors to be on site ready for visitors by 9:30am on both show days

BREAKDOWN
Friday 26th April
16:00 – 19:00
Exhibitors are reminded that the exhibitor or his contractor must remove any materials scrapped at the end of the exhibition. The removal of all exhibits must be completed by 7.00pm. Property not removed by the end of the breakdown period may be disposed of at the discretion of the Organisers. Exhibitors will be liable for any charges thus incurred.

General Information

Admission

Toolfair & Elex  is open to trade visitors only and admission will be by complimentary ticket registration cards. 100 free tickets will be sent to you. For a further supply of tickets please return Form 6.

Audio Visual Equipment Hire

Sirius Conference & Events Ltd are the official AV contractor for the show. AV requirements can be ordered by returning Form 10 to Sirius ASAP.

Build-up Information

Guidelines for trouble free build-up for the show are available for download here.

Car Parking

Car Parking at Westpoint is free of charge to anyone attending an exhibition.

Carpet

The Exhibition Hall will be fully carpeted in Ruby. Exhibitors wishing to order different coloured carpet should complete and return Form 8 to Intershell before Thursday 9th April.

Catering

All catering requirements must be supplied through the venue. It is not permitted to bring in outside supplies of food and drink on to the stands.

Credit & Debit Card Terminals (Mobile)

123 Hire supply mobile credit and debit card terminals. This system does not need a landline. We recommend WIFI enabled machines at this venue, due to the poor GPRS coverage on site. If you require this service please complete and return Form 9 before Thursday 9th April.

Deliveries

Westpoint does not have any storage facilities for exhibitors. Any deliveries must arrive during the tenancy period and be collected before the end of the tenancy. Please address deliveries as follows:

Your Company name and stand number
Toolfair & Elex
Westpoint Centre (Devon) Ltd
Clyst St Mary
Exeter
EX5 1DJ

Demonstration And Working Exhibits

Exhibitors should confirm details of any demonstration on Form 1 and Form 1.1 of this manual.

In order to offer some advice to those Exhibitors planning to demonstrate equipment in the exhibition hall, the following notes have been prepared:

  1. All running machinery and other working apparatus shall be efficiently guarded to the satisfaction of the Authorities to prevent injury to persons.
  2. Exhibits must be so positioned that at no time will they intrude into the gangway or hazard visitors.
  3. Starting devices on machines should be isolated to prevent visitors operation unattended exhibits.
  4. Proper consideration shall be given to the conditions under which the equipment is being demonstrated which may well differ considerably from the conditions under which it is normally installed and for which the normal safeguards will no longer by appropriate.
  5. Any exhibit or process that generated noxious to toxic fumes, exhausts or smoke of any kind shall be so arranged as to have an effective exhaust system to the outside atmosphere.
  6. Flammable gases in aerosols are not allowed
  7. The use of compressors, sprayers, auto-trucks and similar plant powered by internal combustion engines is normally prohibited when visitors are in the hall.
  8. The organisers reserve the right to terminate the equipment demonstration at any time.
  9. All supplies of fuel to be kept outside the exhibition in a controlled store for flammable items.
  10. Textile fabrics, signs or other materials used for interior decorative purposes within stands shall be of the following materials: non-combustible material, inherently non-flammable material, durably flame proofed fabric and plastics material acceptable to the local Fire Brigade.

Exhibitors should contact the Organisers for further details should they have any queries relating to the above mentioned points

Dilapidations

Any charges imposed upon the Organiser for damage to the site caused by an Exhibitor or his contractor will be passed on to the Exhibitor in question.

Electricity

Electrics are not provided as part of the shell scheme package. The Intershell Group are the official electrical contractor for the show and must carry out all electrical work on stands. Any queries regarding electrics should be made direct to The Intershell Group (01633 838283).

Electrical requirements can be ordered by return Form 7.1 (Shell scheme exhibitors) or Form 7.2 (Space only exhibitors) to The Intershell Group before Wednesday 8th April, attaching a sketch showing the approximate positioning of all ordered electrical items.

Exhibitors Badges

These will be available for collection during show build up. Alternatively you can register all stand personnel details on site during build up to print off your exhibitor badges. In the interest of assisting visitors it is essential that all stand personnel wear identification badges at all times.

Fire Precautions

By order of the Local Fire Authority, the required number of standard type water/gas fire extinguishers will be sited within the show. Exhibitors who, because of the nature of their exhibits, require a special type of extinguisher must contact the Organisers prior to the show.

First Aid Facilities

First aid facilities will be available though out the duration of the Exhibition by contacting a member of the Exhibition team.

Furniture

Intershell has been appointed to supply on hire, a full range of stand furniture as required by the Exhibitors. They have created special package deals for exhibitors – Form 11. Please contact Intershell to discuss either package details or alternative furniture options.
Website – www.theintershellgroup.co.uk     Email – ishellfurniture@gmail.com Tel: 01633 838 283

Hardwired Internet

Exhibitors requiring hardwired lines to their stands must contact WIFI Sparks directly via email – info@wifispark.com. Please ensure that the Subject line reads as “Westpoint – Tool Fair- April 2020”. Ensure all contact details and requirements are given in the email so Wifi Sparks can make contact with you directly.

123 Hire supply mobile credit/debit card terminals. This system does not need a landline. We recommend WIFI enabled machines at this venue, due to the poor GPRS coverage on site. If you require this service please complete and return Form 9 Form 9 before Thursday 9th April.

Health & Safety

Exhibitors must ensure that all individuals, companies, exhibits, special features and materials they bring to the exhibition comply with the Health & Safety at Work etc Act 1974. Exhibitors must ensure that due thought and consideration is given to their own and others health, safety and welfare throughout the event and so far as is reasonably practicable, that their actions or omissions do not give rise to accidents, injuries or an unsafe working environment.

Health and Safety Declaration (Form 2)
All exhibitors MUST complete and return Form 2 by Friday 20th March to indicate their commitment to Health and Safety at the exhibition.

Risk Assessments – Shell scheme exhibitors
Shell scheme exhibitors are not always required to undertake risk assessments. You may obtain exemption from the above by completing and returning Form 1 before Friday 20th March . However, certain activities or displays may require you to undertake a Risk Assessment (a sample risk assessment is available online – Form 1.1), prior to the exhibition, identifying the hazards present on site and ways in which you will minimise and control these risks.

Form 1.1 must be returned with Form 1 before Friday 20th March.

Risk Assessments – Space only exhibitors
All Space Only exhibitors MUST undertake a Risk Assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand. A sample risk assessment is available online Form 1.1.

Hotel Accommodation

Jigsaw have reserved local hotels for Toolfair/Elex exhibitors. If you would like to book one of these hotels please contact Jigsaw Conferences (0870 752 0433). Alternatively you may prefer to use the following link – https://www.jigsawconferences.co.uk/offers/10/toolfair-elex-exeter

Alternatively you can visit the South West Tourism website for details on B&Bs, Guest Houses and other local hotels www.visitsouthwest.co.uk.

Insurance

All Exhibitors are required to hold insurance to cover the legal liability for negligence. This Public Liability Insurance must be for an indemnity of at least £2,000,000.00.

Exhibitors are required to indemnify the Organisers against all liabilities, action costs and compensation for injury or loss of any property, arising as a result of their occupancy of a stand or of any act, omission or negligence by the Exhibitor or agent or any other person under his direction.

Although every reasonable precaution is taken to prevent any loss or damage to exhibitors property, the organisers cannot accept responsibility for any loss or damage that may befall the person or property of the exhibitor from any cause.

Exhibitors and contracts are insured under Public Liability Insurance. This does not protect property owned by the Exhibitor or Contractor and, therefore Exhibitors are reminded to insure displays, equipment and staff property against loss or damage. Event Insurance are exhibition insurance specialists. You can contact them direct on: 0800 515980/01425 470360.

Please send proof of current public liability insurance (not a copy of your employers liability certificate) for inspection by Friday 20th March to Kirstin Eldridge, Toolfair & Elex, Regal House, Regal Way, Watford, Herts, WD24 4YF.

Stand Cleaning

The cleaning of stands will be arranged by the Organisers on a daily basis. Exhibitors are responsible for their own cleaning of exhibits on display. Exhibitors should contact the Organisers’ Office if there are any problems with stand cleaning.

Stand Construction - enclosed exhibition stands (50% rule)

  • Fully enclosed stands are not permitted on the exhibition floor
  • Exhibits and walling must be positioned in such a way as not to obstruct the view of the exhibition or adjacent stands.
  • Only up to 50% of any open side of stands are permitted to have an outside wall
  • The organisers will not allow walls to be stepped back in order to overcome this ruling.
  • Solid runs of walling along open perimeters are not permitted unless facing a venue wall. Under no circumstances are neighbouring stands to be visually blocked off from the rest of the exhibition

Exceptions to the above will be considered by the organisers on a case by case basis.

Stand Construction - Shell Scheme

Intershell Systems Limited are the official shell scheme contract for the show. Any queries in relation to the construction of the shell scheme of the stands should be made directly to Intershell. All specifications are detailed on this specification sheet.

Panels:         Velcro Compatible Black Tweed. 2440mm high.
Fascias:         Black Covering
Carpet:          Ruby

Name Board:      Consist of capital and lower case 50mm black lettering on white card, fixed to the fascia. Exhibitors are requested to fill in the precise company name on Form 4 (return by Friday 20th March)

Height Restrictions: If any part of your stand exceeds 2.5 metres in height, a detailed plan must be sent to the Organisers by Friday 20th March. (please note maximum stand height is 4 metres.)

Stand Construction - Space Only Sites

All Space only exhibitors are required to submit a plan of their stand including all dimensions.This should be sent with a Risk assessment, CDM Plan, Method statement and proof of contractor’s current public liability insurance. Please send 2 copies of everything. Stands must be built within the area of space contracted. No stand should impinge or overhang the gangways.

The back of all space only stands must be finished. All space only stand that back onto shell scheme stands must be finished down to 2.4m

Vision panels are required in all doors.

All stand drawings must be sent to the organisers for approval before Friday 20th March.

Height Restrictions: Stands or other structures inclusive of signs or fascias shall not exceed 4 metres in height.

Vehicles As Part Of An Exhibition Stand

Exhibitors must inform the Organisers if they intend to display a vehicle on their stand. This can be done by completing and returning Form 5 of this manual before Friday 20th March.

Exhibitors displaying vehicles will be allocated a time during build-up to deliver their vehicle to the venue.

Visitor Show Guide

As an exhibitor, you are entitled to a free editorial in the visitor guide (maximum 50 words). Please email your entry (with a colour picture and colour logo) to yve@hamerville.co.uk.   Please make sure the Company name, full postal address, telephone number, fax number, website and email addresses are included on the email. The deadline date for the visitor guide is Monday 6th April. Any queries regarding the visitor guide please contact Yve on 01923 237799 x 2116. We are offering exhibitors the opportunity to back up their free entries in the guide with a low cost advertisement on one of the limited number of pages that we are holding in reserve. If you are interested in advertising in the guide, please contact Colin Gale on (01923) 237799.

Visitor Registration / Data Pens

Visitors to the exhibitions will be registered by computer. Data pens are available for hire enabling exhibitors to obtain details of all visitors visiting their stand. This service is available through the attached link –

Water and Waste

Exhibitors requiring water and/or waste to their stand should inform the Organisers to ensure that their stand is positioned near the necessary ducts.

WiFi Connection

Complimentary WIFI is available to exhibitors.

Portal Page Menu:

Client WiFi (Username: wptclient  Password: client13579)

For all exhibitors – Free access for 8 hours at speeds of up to 10Mbps. Exhibitors simply need to re-register each morning to gain access again.

 For PDQ Machines

 WPT Sec – For PDQ / Card machines only. PDQ / Card Machines must connect to following network as it is PCI DSS compliant. Password: 24682468

Free access for 8 hours at speeds of up to 0.5Mbps. Traders simply need to re-register each morning to gain access again.