Exhibitor Information Pack
Contents
1. 15 October Action Submit your Conference brochure entry Here Register your exhibitors Here Dependent on your sponsorship package see your Sponsorship hand book for details you can provide hard amp soft copy inserts forthe delegate packs Additional inserted itemscan be purchased Here These are available on a first come first served basis Complete your risk assessment Here Book placesat the BCI Gala Dinner and Awards Please select the delegate rate of 79 00 VAT Here or contact events bci org for further details Book delegate places online Here any exhibitors wishing to attend the conference will need to pay the full delegate rate see website for details Order lead retrieval scanners by clicking here Data Capture will provide you with individual scanners for your stands Wi Fi is provided within the Monarch Suite If you require any other connections please email Michell Palad Hilton com directly or Courtney Roberts hilton com Exhibitor Information Pack Contact Completed The BCI The BCI The BCI The BCI The BCI The BCI Show data Systems Hilton Ardan Exhibitions will help with your requirements for your stand click Here for the full service manual or email them with any questions you have salesGardan co uk Name board Electrical orders Fumiture 23 October 23 October 23 October Submit the name of yourcompany as you would like it shown on your stand Complete electrical or2. Exhibitor Information Pack Contents Table of Contents Inbroduc Hop ssstessEeRSEEESEEESEEEREEEEEEREEEEEEEEEEEEEEEEEEEEEEREEEREEEREEEREEEREEEREEEEEEEEEEEEEEEEEEEEREEEREEEREEEREEEREEEEEEEEEEEEEEEEEEEKEEEEER 3 Exhibitor Checklist srtsEERSEEESEEEEEEEEEEEEEEEEEEEEEEEEEREEEREEEREEEREEEREEEREEEREEEEEEEEEEEEEEEEEEEEEEEEEEEEREEEREEEREEEREEEEEEEEEEEEEEEKEEEEER 4 General Information cssccsecesseneeeeseceseeeseeesneesoaesoaesneesousoesnoesnansuansuaeeeaneesnaesnaesnaeenaesnaesnesnaesuaeeesnansoanenanses 5 ENEE 5 2 gt Online Exhibitor SCHEME sieccsecvecceg cececcssceeseseeeieancecvsennyedees eet ectveanyedticsntedeestnye dE ENEE SENGER SES EE 5 3 Exhibitor Bad e TEE 5 4 Exhibition Build Up 5 5 Exhibition Delvene Siiri aa a a aa taaa aa a ee iesen 5 6 Welcome and Networking evening 5 7 Exhibition Monarch Suite Opening mes 6 8 Exhibition Bred kd OWN ageet iaiia a a a aaa 6 9 Exhibition collecHons nnna 6 line Ce ue DEE H 11 Stand details Exhibition Floor ban 7 8 127 DilapidatioNS cs ote ak cacti arses erat ere ee nee ts etary ares ee 9 13 Exhibitor reSpONIbilitieS A 9 14 Health and Safety Risk Aceesemment ennnen 9 15 SE CUNITY INSUIAING siirsin erent esate deeeeecte ate tetineeened eee ieee eee nde 9 T6 RE RMS SIM SMES io eege bccn Afen a tues Geestec Fee dee Eed Ee CECR 9 17 Stand CATS MAG EE 9 18 INCE MEIER 10 19 Accommo datio In EE 10 20 Public ity matena EE 10 21 Matke tin DEE 10 22 Conference Brochure
3. goodsatanytime 16 Refreshments Please referto each of your individual sponsorship packages forthe number of exhibitors who are entitled to refreshments in the Monarch suite Thisincludestea coffee and lunch Exhibitor catering passesperstand Platinum sponsors 6 people Gold 4 Silver 2 and Bronze 1 Enjoy an anay of innovative dining selections at the range of tempting bam and restaurants within the hotel which can be purchased by the individual This is also where visitors can buy refreshments Watercoolers will be provided within the Monarch suite Please ensure yourteam who are attending are aware of these arangements 17 Sand catering The Hilton London Metropole can provide you with individual stand catering Please contact Michell Palad Senior Event Manager Conference and Events Department Hilton London Metropole Hotel michell palad hilton com Please complete the form Here with your requirements 9 oOo Exhibitor Information Pack 18 Intemet Public WIFI is available on the exhibition floor If you require a wired connection intemet orders can be made directly with the Hilton Please email Michell Palad Hilton com directly or Courtney Roberts hilton com Business Centre facilities The hotel hasa business centre with accessto two computers printer fax and telephone This is located in the Tower Wing on the 3 Floor Printing chargesare asfollowsand may be paid for with cash orcredit card 0 60 for black and wh
4. Number of boxes Sender contact name and phone number Please download pre completed label Here Please note all boxes must clearly display the box delivery label or they will not be accepted at the loading bay 6 Welcome and networking evening The networking evening will be taking place on Monday 9th November from 19 00 22 00 in the Monarch Suite Two exhibitors perstand are invited to attend with a chance to network with the delegates and other exhibitors Sponsors may have more invitations please referto your individual package This isa great chance for exhibitors to engage with the delegates before the exhibition officially opens the next day and to provide a fun relaxed atmosphere 5 WE FR Exhibitor Information Pack 7 Exhibition Monarch Suite opening times Exhibitors are welcome to attend the Conference opening keynote addresses each moming and the closing keynote on Wednesday 11 November During these times please ensure that you have a member of your team on your stand This is to ensure security of your belongings and any visitors that might anive during this time Tuesday 10 November 08 00 17 00 fordelegates 09 00 16 30 for visitors Wednesday 11 November 08 00 17 00 fordelegates 09 00 16 00 for visitors 8 Exhibition breakdown Exhibitors should commence dismantling stands after the Conference closesat 17 00 on Wednesday 11t November when the event is closed to the public This should be complete
5. build any custom stands higher than the shell scheme which is 2 5m high walling 3 metres would be the maximum we would suggest Space only stands Please inform Ardan if you are taking space only for your stand in the Monarch Suite Any space only stands must provide a floorplan to Ardan sales ardan co uk along with a risk assessment and method statement They will send this on to the venue for approval Forany exhibitor queries please contact The Events Team Displays Exhibitors must provide their own free standing exhibition displays which must fit within the allocated space The venue iscameted Additional carpet cannot be put directly on top of the existing carpet Ardan can provide you with 18mm floor flats which you will find on page 6 of the Ardan catalogue and then select the flooring you require Fumiture This can be ordered asrequired online by clicking Here AV Identity can provide extra AV suchas 42 Screen 47 Screen 60 Screen Unicol Parabella Display Stand Plinth Stand Laptop computer 7 E OO Exhibitor Information Pack PA System To orderany of these please click Here orcallJ amesat Identity on 44 0 1323 469111 Scanners These can be ordered to capture attendee details from their badges Please click Here to place your order Hecticity Each shell scheme stand is provided with a single 500w socket outlet and two spotlight fittings Exhibitors are advised to bring adaptersif required but only one 4
6. mt 10 23 Delegate Pack MET 10 24 Vendor SNOWCA SING DEN 10 25 Gala Dinner and Awans eecccceccseseeeteceeeseeeeeeesecaeeaeeeeseeaesaseessessesaeeeseessesaesaseesessesaseaseeseetaesaneetees 11 26 Exhibitors Lounge 11 27 Speed Networking Meetings 11 Travel to the Hilton London Metropole seresEessEEESEEESEEESEEEEEEEEEEEEEEEEEEEEEEEEEREEEREEEREEEREEEREEEEEEEEEEEEEEEEEEEEEEEEn 12 28 Hotel Location Transport LINKS ANd Car Parking eeeeecceeeeeseeeeeeeeeeeeeeeeeceeeeeeeeeessetaseaseeseetetaseeseees 12 29 Visa and Travel Document Reoguiements ceeceteeceeeeteeeeeeeeeeeeaeeeseeesetaeeaeeesesaesaseaseetetaetateetiee 13 Exhibitor Information Pack Introduction The following Dages wll provide you with all the information you need to ensure a successful Exhibition at the BCI World Conference and Exhibition 2015 If you have any queries please do not hesitate to contact usat The Business Continuity Institute 10 11 Southview Park Marsack Street Caversham Berkshire RG 4 5AF Tel 44 0 118 947 8215 E mail The Events Team events thebci org We would like to take this opportunity to wish you a very successful event Exhibitor Checklist tem Conference brochure entry Exhibitor details Delegate pack inserts Risk Assessment BCI Gala Dinner and Awards Delegate places Badge Scanners Intemet requirements Deadline Immediately 15th September 2nd October Immediately 5th October 30 October
7. of major link roadsto key motorways M40 M1 and M25 Intemational Delegates London Heathrow Airport J ust 15 minutes from the Hilton London Metropole via the Heathrow Express rail link at Paddington Station which isthe Central London terminal of the ultra modem Heathrow Express rail link The hotel isa five minute walk from Paddington Station ora short taxi nde e joumey to Terminal 1 2 3 15 minutes by Heathrow Express train J oumey to Terminal 4 20 minutes by Heathrow Express train Frequency of Heathrow Express trains every 15 minutes Check in facilities Paddington 27 check in desks covering all major ainines J oumey by taxi 40 minutes from Heathrow to hotel Exhibitor Information Pack London Gatwick Aiport Victoria Station the Central London terminal for the Gatwick Express is linked to the hotel via the London Underground Circle Line and the Edgware Road tube station is 30 metres from the hotel entrance e joumey time 30 minutes from Gatwick to Victoria then 15 to 20 minutes by Underground or taxi e Frequency of trains Gatwick Express every 15 to 30 minutes plus sSower stopping service London Stansted Airport 45 minutes by Stansted Express to Liverpool Street Station Two hours by car London City Airport 30 minutes by car 29 Visa and Travel Doc ument Requirements BCI Central Office is unable to facilitate the procurement of passport visa or other travel documentation Please consult wit
8. the speed networking meetingsisa simple and effective way to Meet decision makers within your field Heads of Emergency Management Business Continuity Managers Specialists and Coordinators Directors and Senior Executives Business Continuity and Risk Consultants Operational Managersand Risk Managers e Schedule meetings yourself with the targets that interest you Promote your products and services directly to interested decision makers e Generate footfall on yourstand and increase the number of useful contacts you make at the Exhibition e Enrich your prospective customer database with targeted contacts globally Terms and Conditions Please note that the BCI cannot be held responsible for delegates or visitors who do not attend the scheduled appointments 11 WE FR Exhibitor Information Pack Travel to the Hilton London Metropole 28 Hotel Location Transport Links and Car Parking The closest underground station is Edgware Road Please note that there are two Edgware Road stations one for Circle District and Hammersmith amp City lines the other one for Bakeroo line both directly opposite the hotel Paddington and Marylebone main line stations are also within easy reach of the hotel Heathrow AD A London Metropole E Hinon London Paddington eg O Underground Station Mainline Station Q Car Parking One Way Street UK Delegates The hotel is ideally situated for UK delegates being on the intersection
9. way adapter can be used persocket Please ensure any additional electrical requirements are purchased through Ardan please see order form in Exhibitor Service Manual Here In support of the Hiltons sustainability objectives they tum off stand power ovemight throughout the event unless 24hr supplieshave been aranged Any other AV requirements such as plasma screens or anything that isnot on Ardan slist must be booked directly through Identity Stand Security Although the stand can be left set up ovemight you are advised to remove all valuable material ovemight For safety reasons the suite may not be locked ovemight Security is available for pre order from Michell Palad Senior Event Manager Conference and Events Department Hilton London Metropole Hotel mic hell p ala d hilton c om Exhibitor Information Pack 12 Dilapidations Exhibitors are not permitted to fix any graphics noticesormatenal to any part of the venue orits walls Exhibitors are responsible forany damage caused by their staff or contractors to the fabric of the building Any damage caused will be charged to the exhibitor concemed Exhibitors must ensure they clearand remove all the rubbish refuse and other materials not belonging to the venue from the premisesso that they are completely clean and tidy during and atthe end of the event Any excess waste removal will be charged following the event 13 Exhibitor responsibilities All exhibiting organizations ar
10. d as soon aspossible to enable the shell schemesto be removed Power will be switched off 30 minutes after the conference closes so please ensure anything that requires power during the breakdown is done within this time Please note that all goods must be removed from the venue Charges will apply forthe disposal of discarded goods You are invited to attend the closing session of the conference which includesa keynote motivational speaker panel session and prizes Please note that it would be advisable that you do not leave your tand unattended during this time isthe responsibility of the exhibitor to ensure all valuablesare locked away 9 Exhibition collections Collections Goods must be collected on Wednesday 11 November after the event closes Delivery vehiclescan pull up in the hotel West Wing loading bay betweenl16 30pm and 22 00pm on the 11 for breakdown loading All boxes must be clearly marked with the following information Box Collection Labels Event Finish date Wednesday 11 November 2014 Event name The BCI Word Conference and Exhibition Location Hilton London Metropole Stand Number Number of boxes Courier Company Contact name and phone number Box destination Receivercontact name and phone number For your convenience we have provided label templates Here Please note all boxes left for collection must clearly display the collection box label The hotel will not take responsibility for boxes inc onectly lab
11. der form and electrical grid plan Order required fumiture from Here Ardan Ardan Ardan Identity will help with any extra AV requirements click Here forthe full list of equipment or email them directly at james piddoc kGidentitygroup co uk 4 LLL Exhibitor Information Pack General Information 1 Venue The West Wing Monarch Suite Hilton London Metropole 225 Edgware Road London W2 1J U 2 Online Exhibitor Section The forms contained within thisdocument can be downloaded via the BCI Word 2015 website Here 3 Exhibitor badges These will be available forcollection at the registration area from 14 00 on Monday 9th November Please register your exhibitors Here 4 Exhibition build up Accessto the Monarch Suite which is where the exhibition takes place will be available on Monday 9 November from 12 00 All stand preparation must be completed by 17 00 Please note that the goods lift will be closed at 17 00 Exhibition build up times Monday 9 November 12 00 17 00 5 Exhibition deliveries Deliveries Exhibitors may have items delivered to the hotel s West Wing loading bay no earlier than Monday the 9h November within the hours of 08 00am and 16 00pm Box Delivery Labels Monarch Suite West Wing Hilton London Metropole 225 Edgware Road London W2 1J U Event name The BCI Word Conference and Exhibition Location Hilton London Metropole Stand Number Receiver Event set up date Monday 9th November 2014
12. e responsible for their staff their contractors and visitors on and around their stand from the first day of build up through to the last day of breakdown They must ensure that due thought and consideration is given to their own and other health safety and welfare throughout the Exhibition and that their actions or inactions do not give rise to accidents injuries oran unsafe working environment so farasis reasonably practicable All exhibitors must appoint a safety representative with specific responsibility for health and safety from their company to oversee all the activities that their organization is undertaking in the venue A copy of the Emergency Procedurescan be seen Here 14 Health and Safety Risk Assessment tisa requirement of exhibitors to comply with the regulations of the venue at all times Anyone who senously breaches these rules may be banned from the premises All Exhibitors MUST complete a Health and Safety declaration and complete the Here 15 Sec urity Insurance Whilst adequate security is provided at the venue it isthe Exhibitor s responsibility to ensure the safety of their belongings and are advised not to leave any valuable equipment or articles unattended at any time It is also the Exhibitor s responsibility to ensure that their insurance extendsto transport between the venue and the space occupied during the event The organizers and venue landlords will not accept responsibility for the safety of Exhibitors
13. elled 6 WE oBE eee Exhibitor Information Pack 10 Vehicle parking The Hilton has one carpark for 170 vehicles The car parking charge for non residents is 35 per day and spacescannot be reserved It isadvisable that you travel by public transport There are 5 additional drop off spaceson Harbet Road which may be pre booked fora maximum of 30 minutes from Michell Palad Senior Event Manager Conference and Events Department Hilton London Metropole Hotel michell palad hilton com Please have available you registration number name and contact number Please note all local parking regulations must be adhered to as clamping and towing is in operation 11 Stand details Exhibition Hoor Pian here The team at Ardan Exhibitions have been chosen to serve as your Official Service Contractor for BCI Word Conference amp Exhibition 2015 You can reach Ardan by either telephone at 020 8207 4957 or email sales ardan co uk Shell Scheme A shell scheme Coloured Fascia Ceiling Grid name board two spotlights and one single 500w socket outlet are provided per package based ona 3m x 2m package Obviously each of yourstands are dependent on the package you have opted forand your individual agreements If you require any further equipment fumiture for yourstand you can purchase this directly Here with our shell scheme providers Monarch Suite The ceiling height in the Monarch is 4 48metres high We would request that you do not
14. ffera dedicated exhibitors lounge where exhibitors can relax Free public WIFI will be available throughout the conference and exhibition 27 Speed Networking Meetings Speed networking meetings one of the NEW features of the BCI World Conference and Exhibition 2015 aims to put you in contact with and meet more prospective customers during the exhibition Ahead of the exhibition we will send you contact details for any visitor or delegate who has expressed an interest in your company or products You can then follow through on this interest to organise a schedule of meetings over the two days of the exhibition This service is free of charge to all Exhibitors The meetings can take place at your exhibition stand If you decide that you would prefer pre booked room this is subject to availability and ata cost to your organisation How it Works As each delegate or visitor registers for the Conference or Exhibition they will be asked to select from a list of products and services they are interested in learning more about and whether they wish to arrange a meeting specifically with any named exhibitor With their pemnission the BCI will pass their contact details acrossto relevant exhibitors to make contact and schedule a meeting at a time convenient for both parties If you don t consider that the delegate or visitor is right for your product then you are under no obligation to follow through Advantages for Exhibitors Participating in
15. h yourlocal govemment agency to ensure you have any required documents including visas necessary for travel into UK We recommend you do thisassoon as possible as document processing timesvary and can take an extended period of time to finalize Please contact Karen Beaumont Conference amp Events Manager at the BCI if you need assistance with a Visa invitation letter on behalf of the BCI she can be reached at events thebci org orif you need a hotel confirmation letter Appendix 1 Exhibitor Overview Sponsorship check list The Business Continuity Institute IC southview Park Marsack Street Caversham Reading Berks RG4 SAF UK 1 vg OIC 44 U 11 44 bci thebci org www thebci org Business Continuity Institute 14
16. ite printing 1 00 for colour printing 0 20 for black and white photocopying 1 00 for colour photocopying 19 Accommodation Accommodation is pre bookable within the Hilton London Metropole Here This link takes you directly to the Hilton website Any accommodation booked is directly with the Hilton Any no shows or extras are the responsibility of the individual directly with the hotel This is not the responsibility of the BCI 20 Publicity material Exhibitors are reminded that publicity materials may only be distributed from their stands 21 Marketing In orderto make the BCI Word Conference and Exhibition a great success we have asked all exhibitors to promote the event asmuch asthey can We can offera 10 discount to any of your customers clients if they wish to attend Please email The Events Team fora booking discount code 22 Conference Brochure Entry Option 1 Exhibitors are entitled to a free 50 words synopsis in the conference brochure Option 2 Increase your word limit to 100 wordsand include your logo in the brochure for 200 VAT Option 3 We have various sizes of advert space available in the conference brochure Submit your Conference brochure entry Here 23 Delegate Pack Inserts Gain instant accessto the delegatesat the BCI Word Conference amp Exhibition 2015 by including your information in their delegate packsfora fee of 500 VAT please referto your individual sponsorship package for details Rese
17. rve space in the delegate pack Here All inserts must be delivered to the BCI Head Office no laterthan 10 October Please note that space isavailable on a first come first served basis 24 Vendor Showcasing Vendor showcasing slots have been allocated on a first come first serve basisto those who have selected to present at one of the half hour sessions All presentations need to be with the Events team by 10 October Please direct any queriesto The Events Team Please note the allocation of the vendor showcasing room will be in one of the Hilton meeting rooms Room allocations are being planned at present you will be informed which room hasbeen allocated shortly 10 ea oE ee Exhibitor Information Pack 25 Gala Dinnerand Awards The BCI Global Awards recognise the outstanding achievements of Business Continuity professionals and organizations wondwide and pay tribute to some of the finest talent in the industry Book placesat the BCI Gala Dinnerand Awards Please select the delegate rate of 79 00 VAT Here orcontact events bci org for further details Altematively you can contact the events team events thebci org for further details on group table bookings This isa great chance for exhibitors to engage with the delegates and to join them in a themed J ames Bond evening Come and join usfora fun evening including a 3 course dinnerand entertainment Full details will be published soon 26 Exhibitors Lounge We will o
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