Exhibitor Manual

Hello, thank you for your booking at the Suffolk Skills Show on Wednesday 18 October 2017.

This Exhibitor Manual is designed to provide you with everything you will need for a successful event. It has been written with the intention of removing as much stress as possible in the planning of your exhibition stand and to help you enjoy a trouble- free event.
We are looking forward to seeing you and your team in action at the 2017 Suffolk Skills Show on Wednesday 18 October at Trinity Park. We open to the public from 9am-4.30pm and the Show will be pedestrian access only during that time.
If you have any queries at all please do get in touch with us and we will be happy to help – but note: we will be out of the office working with our event suppliers in the week leading up to the Show, so please don’t leave your questions until then.

We look forward to welcoming you to the Suffolk Skills Show. 

The Sponsors: 

 

 

 

 

 

 

    

 

 

 

 

Meet the Team - Boleyn Events 

Boleyn Events is one of the county’s leading event organisers, working on the Skills Show since its inception in 2014. A dedicated team are working on your behalf to ensure you and

our visitors get the most out of the Show.

 

Boleyn Events, 592 Foxhall Road, Ipswich IP3 8NA

Tel: 01473 712330, www.boleyn-events.com, events@boleyn-events.com

 

To contact the right person for your query:

Kirsty Brown                 Events & Digital Marketing      hello@suffolkskillsshow.com

Sonia Shelcott              Marketing & PR                       Sonia@millriver.co.uk

Amy Taylor                  Administrator                           events@boleyn-events.com

Kim Brown                   Managing Director                   kim@boleyn-events.com

 

PREPARING YOUR STAND

 

Your stand package includes:

 

  • Shell scheme with fascia board*/** OR space only stand

(*Generally only applicable to stands in the Event Centre/Marquee for exhibitors)

  • 1 Table included per stand (either 4ft x 2ft or 6ft x 2’6 depending on stand size/availability - additional tables must be booked by adding your request to the notes column of your online booking information please).
  • Standard Wi-Fi (This service is provided by the venue, we cannot guarantee the speed, connectivity or reliability of the connection. Increased service available for a small additional cost– see further details under Wi-fi)
  • 1 x Electric Point is supplied for stands in the Event Centre, Marquee and Cattle building, additional sockets, or outdoor sockets must be booked

Note 1: extras should be ordered and paid for by 6 October using your online login.

Note 2: White tablecloths will be available to hire for £10 refundable deposit - from Reception in the Foyer of the Event Centre.

(*Shell scheme walls are 2m high and built using Velcro compatible covered grey poly-weave material. **Fascia boards will be erected on each open side of your shelled stand. These are 300mm deep and covered in poly-weave material. A printed A4 flag with company name and stand number will be printed as black lettering on a white background. If you wish to produce your own graphics for this fascia – the measurements you will need are 300mm deep by the length of your stand.)

 

Regulations

When organising the activities on your stand, you need to be aware of the following:-

Risk assessments

You must complete a risk assessment that looks at the hazards, risks and control methods you have in place for your exhibition stand, including the set up, open period, breakdown and general activities where appropriate. Completed risk assessments should have been emailed to hello@suffolkskillsshow.com by 21st September latest. An example risk assessment can be viewed here If you haven’t yet done this, do it NOW and email it.

 

Public Liability Insurance

Up to date Public Liability Insurance is compulsory and details of your policy should have been provided by 21st September, login and add the number NOW if not already done!

 

Failure to provide your Risk Assessment/ valid Public Liability insurance number could result in you being unable to exhibit following the H&S inspection.

 

Also note the following Health and Safety considerations please:

  • Helium Balloons are permitted but helium canisters are not.
  • Vehicle displays must have less than ¼ tank of fuel and have a drip tray placed underneath.
  • Cookery demonstrations are allowed using electrical appliances only (no gas). Any food or drink giveaways must be a maximum of two bites or 100ml in size. Any giveaways larger than this may result in a charge from the venue.

 

We highly encourage all demonstrations and will happily work with you to ensure that any of the above can be done safely and effectively. Please contact hello@suffolkskillsshow.com if you have any questions on the above or your planned activities.

 

Additional options
You may wish to order these additional services:

NOTE: All your stand information/booking options are available to view when the person who booked the stand logs in using their email and password at www.suffolkskillsshow.com . We recommend that whilst logged in you invite colleagues involved with the show to register as an ‘assistant’. (They have one week to accept the invitation and create their own log in once invited.) They will then have dual access to the booking information, and you have back-up in case of sickness etc.

Electric sockets  

1 x 13amp power socket is included with all indoor stands.   All electrical equipment must show an up-to-date Pat Tested certificate or be less than 12 months old. If you need additional sockets or power on outdoor stands please login to your booking online to book these by 6 October 2015.

Audio visual equipment View Leaflet Here

For a range of presentation equipment delivered and set up on your stand by our recommended supplier, TM Services. We have negotiated special rates just quote Boleyn Events/SSS - Please order by 6 October 

Wifi/Internet  

(Standard Wi-Fi is included for exhibitors but if you wish to stream videos etc. you will need to upgrade at a cost of £25) Please order by 6 October by logging into your booking on the website. Please click here to login.

Furniture   See Audio Visual Leaflet above

You are welcome to bring your own stand furniture; alternatively orders placed with TM Services (as leaflet above) can be delivered to Trinity Park for you.

Balloons  

Why not decorate your stand? Our recommended supplier, VIP Balloons, can create models and sculptures to add interest. To go to their website click here.

Helium balloons are permitted in the Exhibition area, but must be weighted at all times. No helium canisters will be allowed onsite. The exhibitor should dispose of these at the end of the show.  

Please note surcharges may apply for extra bookings received after the deadline date.

Own build stands

Exhibitors are free to appoint designers, builders and specialist contractors of their choice, provided they are confident the appointed contractors are professional and competent of carrying out the appointed task, especially in relation to health and safety. We will need to be made aware should this involve changes or impact the shell scheme.

EVENT TIMETABLE

 

Stand set up   

Tuesday 17 October 8am – 5pm Exhibitor access (unloading timeslots as booked online)

Wednesday 18 October 7.30am – 8.30am Exhibitor access (limited timeslots available for those unable to set up on Tuesday)

N.B. Unloading will not be possible near buildings after this time.

 

Open times     

Wednesday 18 October 2017 9.00am – 4:30pm

Breakdown

Wednesday 18 October 4.30pm – 7pm Exhibitor breakdown

N.B – All buildings must be cleared that night and anything left for collection must be clearly labelled and collected from the Foyer of the Event Centre by 11.00am on 19.10.17.          

Access

Upon arrival at the Showground, please proceed to the unloading area and/or car park. During set up hours, exhibitors can use the unloading points closest to your stand. During open hours, access will be through the main entrances only.

Set up

Please pre-book your unloading slot on the website by logging into your booking. As soon as you have unloaded, your vehicle should be moved to the car park.

We strongly recommend that you set up your stand on Tuesday 17 October as there will be limited access and time on opening morning, with roads closed around the pedestrian areas of the show from 8.30 am and re-opening at 4.45pm.

Where vehicles are being brought into the Cattle Building for Have a Goes, these may be brought in between 2.30pm and 5pm on Monday 16 October. Tea/coffee will be available to purchase from the bar in the Event Centre from 8am-5pm on 17 and 18 October.

Open times

Without exception, stands must be set up and staffed by 8.45am on Wednesday 18 October. Stands must be staffed for the duration of the opening times. Please do not leave your stand or any equipment unattended at any time.

All exhibitors with a space only stand or organisations nominating a third party company to construct their stand will need to liaise with the organisers at Boleyn Events on 01473 712330 or email hello@suffolkskillsshow.com at least 14 days before the event. You should also give your appointed person ‘assistant’ access to the booking so they have the relevant information.

Get Interactive

As those who have exhibited before will know, it is recommended that all exhibitors ensure their stand offers an element of interactivity/have a go style activity or something that is exciting and visual. The more interactive you are, the more successful your exhibiting experience will be. A list showing some of the Have a Goes We are aware of can be viewed by clicking here.

Don’t forget to let people know about your planned activities. Tweet about them and link to us by including @suffskillsshow / for facebook Suffolkskillsshow2017. The best ideas and activities will be promoted on the ‘Activities area’ of the website for the Sector too.

Not sure what you will gain from being interactive? View the video from the last year’s Suffolk Skills Show.

Remember we welcome exhibitors promoting vacancies in their organisations and help promote these by adding details to the Job Hunter page of the SSS website, adding information to the Day Pass given to Visitors, and giving you a Job Hunter logo for your stand so visitors know you are recruiting. Remember to bring your business cards and details of vacancies on offer and look out for visitors wearing I’m a Job Hunter stickers so you ask for their CV’s. 

THE VENUE

Travel and parking             
By car

For Sat Nav systems please enter our postcode IP3 8UH.

From the A14Trinity Park is on the outskirts of Ipswich, just off the A14. From the A14 take the exit sign-posted Lowestoft A12/ Ipswich East. At the roundabout take the A1156 towards Ipswich. (From the West, third exit and you will pass under the flyover, from the East, first exit). Travel over a mile, past Honda Garage on your right, until you come to a roundabout. Take the third exit at the roundabout to enter Trinity Park.

From the South – London, Chelmsford & ColchesterTravel along the A12 until it joins the A14 and follow signs for Felixstowe, traveling over the Orwell Bridge. Follow directions from the A14 detailed above.

From the North – Lowestoft & Great YarmouthExit the A12 Seven Hills Roundabout, pass under the bridge (A14) and follow A1156 towards Ipswich. Travel a little over a mile, passing a Honda Garage on your right, until you come to a roundabout. Take the third exit at the roundabout to enter Trinity Park.

By Rail

Trinity Park is 5 miles from Ipswich railway station. There are regular services to London, Norwich and Cambridge.

Parking

Parking is free for exhibitors and will be located on the field behind the Event Centre accessed by the road running along the Felixstowe perimeter road called Livestock Avenue. Main Road (in front of the Event Centre/Cattle Buiding) will be closed whilst the Show is in progress to keep visitors safe.

Deliveries

If you have any goods to be delivered by courier you must clearly address them to the venue (at the address above) and mark them with the following information: 

  • Suffolk Skills Show
  • Your Contact Name
  • Your Organisation Name
  • Stand Location e.g. Event Centre/Energy Sector                                                                                    

All deliveries must be scheduled during the build up times (see page 9). If deliveries arrive outside these times they may be turned away. The organisers will sign for any deliveries made during build up, where available, but will not accept any responsibility and cannot guarantee their safety. 

Please ensure that deliveries are not made on pallets as there is not a forklift truck available. Any items in the Event Centre which need collecting following the event must be clearly labelled and placed in the Foyer for collection before 11am the day after the Show.

Wristbands

Exhibitors – Upon arrival you will be issued a pink wristband this enables you access to the exhibitor rest room, located within the Trinity rooms, where you can claim your free tea and coffee. 

Sponsors – Upon arrival you will be issued a yellow wristband this enables you access to the sponsor rest area, located within the Trinity rooms, where you can claim your free snacks and lunch refreshments.

Visitor Group Leaders/Teachers – Upon arrival visitors will be issued a blue wristband and enough Day Passes for each student, with details of the Exhibitors, Site Map etc.

Please ensure you have added the names of your stand staff on your booking by 6 October if you would like them to have a wristband for free tea and coffee/snacks.
Catering

There will be catering outlets at the event between 9am and 4:30pm on 17 and 18 October with a range of refreshments available to purchase, with receipts available. Exhibitors who have collected wristbands will also be able to take advantage of free tea/coffee and snacks sponsored by East of England Co-operative Society and available in the Trinity Rooms.   Seating and food vans will be available to buy hot food and drinks from in the indoor picnic area located at the back of the Cattle Building. The bar in the Event Centre will be serving hot and cold drinks during the 17 October for those setting up and throughout the day on the 18th.

Breakdown of stands

For health and safety reasons goods cannot be removed from your stand until visitors leave at 4:30pm. Your goods should not be left unattended at any time during breakdown and any goods remaining after 7.30pm may be disposed of at the exhibitor’s expense. If any display material/cases etc. are being collected please ensure all items are clearly labeled to say who owns them together with address and contact phone number. These must be left in the Foyer of the Event Centre for collection before 11am the following day latest.

A site map is available to download here 
Stewards & Volunteers

We will have Stewards and Volunteers helping at the Suffolk Skills Show.  They will be easily identifiable by their light blue fleeces with SSS logo.  Their remit is to help keep visitor traffic flowing throughout the show and be a help point for exhibitors and visitors alike.  If an emergency arises, e.g. medical assistance required, St John’s Ambulance will be on site outside the Trinity Park offices or Volunteer Stewards will have two-way radios to alert the first aiders and event organisers. Their remit is to help make the event successful.  

Help Point

A member of the events team will be available at Reception in the Event Centre between 8am and 5pm during 17 and 18 October for help with Lost Children/accidents or general queries.

MARKETING

We have a dedicated marketing team who are experienced in attracting visitors to the event.

The marketing combines a direct approach with targeted messages into schools and colleges using email, telephone contacts and postal information and a wider advertising and PR campaign using local media, social media and radio. All schools will have been sent information packs prior to the event and will be given a ‘Day Pass’ handout on arrival at the show with a site plan, have a go and stand information. Details will also be published in local newspapers.

The Press Officer will be located on site throughout the event, call Sonia Shelcott on 07775 613079. If you have success stories about people you’ve recruited from previous Skills Shows we’d love to offer you the chance to tell people about it in the Press – contact Sonia for details of how to do this.

Online messages

Please contact Sonia Shelcott, sonia@millriver.co.uk about the event and she can provide text and images that can be used on your websites, e-newsletters and on social media pages.

Images and logos

You are welcome to use images taken at past events and the event logo in your marketing. Click here to download the event logo.

Photos/Filming

All Schools and Colleges have sought the required permissions in advance of the event. Anyone not wishing to be filmed or photographed has been asked to make it known on the day.

Social Media

We are excited to work with you and keep up to date with our news through Social Media channels. Images and videos go a long way to increasing engagement – view and share any pictures you have with us as well as checking out previous event footage.

https://twitter.com/Suffskillsshow

https://www.facebook.com/search/top/?q=suffolk skills show 2017

 

EVERYTHING ELSE..

 

Badges

Please bring your own exhibitor badges to wear on the day or collect one from Reception if needed.

Cleaning

We ask that any rubbish is placed in the big wheelie bins and recycling bins at the end of the day. Please note, any excess literature left after the event has closed may result in a charge from the venue.

Disabled facilities

Exhibitors are reminded that all stand designs and exhibits must be arranged to conform to the Disability Discrimination Act 1995. The venue is fully accessible for disabled access and there will be seating for rest points between buildings.

Duration

Exhibitors must staff their stand throughout the entire event on 18 October. Please refer to the event timetable. Because the site will be pedestrian access only, no vehicles will be permitted until 15 minutes after the advertised closure of the event. A procedure will be in place for vehicles leaving site before this time, e.g. staff manning the stands in shifts.

Emergency Evacuation Procedure

The Evacuation Point is located near the entrance gate on Felixstowe Road as indicated on the Site Map by X. View the map here. Stewards will help check everyone is out of your sector in the case of an emergency. It is important for exhibitors to know where their stand staff are, which is part of why we ask you to register details on the website against your booking.

Exhibition Stand Layout

Detailed plans showing the location of stands in each area will be sent out to exhibitors at least one week before the Show. 

Giveaways

We strongly suggest that you adopt an approach of asking the visitors to ‘earn’ giveaways e.g. by entering a competition, have a go or challenging them to ask/answer career related questions. Teachers have been briefed to discourage the ‘collecting’ mentality.

Health and safety

Each exhibitor must complete an event Risk Assessment. All exhibitors must comply with our health and safety guidelines. To download a copy of our example Risk Assessment see page 6. A Health and Safety officer is checking Risk Assessments and will carry stand inspections on site on 17 and 18 October. It is important that he can see that you have written the Risk Assessment for your stand yourself and not just used the words in our example.

Height restrictions

Any stand that exceeds 2.5m in height may have special conditions imposed and sign off may be required. Please contact us on 01473 712330 if this applies to your stand.

Insurance

Whilst we take every precaution to protect your property during the exhibition, we are not responsible for any loss or damage. We therefore highly recommend that you check your own policy or take out event insurance.

Internet

Standard Wi-Fi is included free as part of your stand package. Please note, the Wi-Fi is managed by the venue and we cannot guarantee the speed, reliability or connectivity. Please look at the information under the Wi-fi section of your booking when you are logged in for further information. Contact a member of the events team in Reception on the day if you have any problems or go direct to the Trinity Park office.

Medical and first aid

Trained first aiders will be onsite during the event. In case of an emergency, please speak to a Steward in your Sector/area or visit the Ambulance located outside the Trinity Park offices. 

Music

If you propose to play music on your stand or use electronic means to play sound recordings or show films, you must obtain the appropriate licenses (PRS & PPL). The organizers reserve the right to switch off any music that is causing a nuisance to visitors or other exhibitors.

Security

The Venue organisers will have additional security in place on the evening of 17 October. However, neither party accepts responsibility for any losses or damage to any exhibitor materials or any property of the exhibitor or the contractor in any circumstances.

Exhibits we need to know more about

If you intend to undertake any unusual activity or have any of the following on your stand please ensure you contact the organisers as special permission may be required for animals, background or live music, cookery demonstrations or vehicle displays.

Tablecloths

Tablecloths can be provided and there is a £10 refundable security deposit. Cloths can be collected from and returned to the Event Centre Reception during set up and at the end of the Exhibition.

Visitors

The target audience this year is school, college and university pupils plus visitors from the general public looking for an apprenticeship, change of career or a job. We are actively encouraging schools to encourage parents to escort school parties. The schools and colleges will have been sent pre-event information to help them prepare for their visit. Drop in visitors are invited to arrive between 9am and 4.00pm. Stewards will steer them towards Reception to collect a Day Pass and before commencing their tour of the Show.