7 - 8 March 2018 The Hilton Brighton Metropole

Total Housing 2018

Exhibition and Sponsorship Manual

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CONTENTS Page 3 How to use your Exhibitor Manual & Your Exhibition Management Team Page 4 Checklist & deadlines for responses Page 5 Exhibition Floor plan Page 6 Exhibition Timetable, Build Up & Break Down Times & Delivery Information Page 8 Stand Materials Delivery Information Page 9 Official Contractors and Recommended Suppliers Page 10 - 14 A – Z General Information Page 15 – 18 Stand Construction Page 19 Appendix – Own Catering on Stand Page 20 Contractor Labels

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HOW TO USE YOUR EXHIBITOR MANUAL The information detailed in this manual should provide you with everything necessary for your successful participation at the Chartered Institute of Housing Total Housing 2018 Conference & Exhibition. 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.

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

You will receive emails from the organisers requesting various pieces of information in stages, please ensure you respond to these requests immediately if possible, or by the deadline indicated.

Failure to respond in time may mean you are liable for surcharges on ordered items, or will miss out on opportunities eg listing in the Event Guide.

The checklist on the following page should assist you with meeting your deadline dates. Please ensure that your designers and stand fitters are made aware of the regulations concerning stand construction, the use of officially appointed contractors and the build up and break-down times. If there is anything further you need to know or just need help and advice please give us a call and we will be happy to help. EXHIBITION DELIVERY CONTACT Kathryn Slater Event Delivery Consultant Chartered Institute of Housing Kathryn.slater@cih.org 0131 221 7756

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CHECKLIST Read this manual carefully, and be ready to answer the questions / supply the relevant information as required when we send you requests for information in three stages, as follows. (Note that deadlines supplied in links from various suppliers may differ from the deadline for submission of the form) Stage 1 Form Checklist – deadline 9 February

- Company profile for inclusion in Event Guide - Confirmation of name for shell scheme fascia (shell scheme exhibitors only) - Link to book electrical and lighting connections - Link to book on-stand furniture - Link to book graphics services - Link to book additional stand extras (shell scheme exhibitors only) - Link to book hotel accommodation - Confirmation of additional advertising opportunities & receipt of artwork

Stage 2 Form Checklist (shell scheme exhibitors) – deadline 14 February

- Health and Safety checklist - Risk Assessment - Request to book loading bay access for build and breakdown - Link to book hardwired internet connections - Link to book on-stand catering - Request to provide evidence of insurance cover

Stage 2 Form Checklist (space only exhibitors) – deadline 14 February

- Risk Assessment and Method Statement (RAMS) - Scale drawings of stand plan - Request to book loading bay access for build and breakdown - Link to book hardwired internet connections - Link to book on-stand catering - Request to provide evidence of insurance cover

Stage 3 Form Checklist – deadline 21 February

- Request to provide names of exhibitor stand staff - Link to book additional stand passes / visitor passes - Link to book places at social evening on 7 March - Request to provide information about on-stand events

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TIMETABLE

Exhibition Build Days Mon 5 March 2018 Shell Scheme & Space Only 14.00 – 19.00 Tues 6 March 2018 Shell Scheme & Space Only 08.00 – 16.00/20.00* Show Days Wed 7 March 2018 Exhibitor Access 07.30 – 08.30 Wed 7 March 2018 Show Open 08.30 – 16.45 Thurs 8 March 2018 Exhibitor Access 08.30 – 09.00 Thurs 8 March 2018 Show Open 09.00 – 16.00 Exhibition Halls will close to all exhibitors 30 minutes after the hall closes to delegates. Power to stands will also be switched off then. Exhibitors Must Not carry out work on their stand during the exhibition open hours. Any alterations to stands or delivery of goods must take place during the build up and breakdown period or during the exhibitor access time on show open days. Exhibitors wishing to replenish literature on stands should ensure it arrives by 08:30 on the show open days. Break-Down Thurs 8 March 2018 Shell Scheme Exhibitors 16.00/17.00* - 19.00 Thurs 8 March 2018 Space Only Exhibitors 17.00 – 22.00 For health & safety, security and liability reasons, exhibitors and contractors must not vacate, remove or breakdown equipment or displays until all visitors and delegates have left the venue and the event is closed.

ALL SPACE ONLY EXHIBITORS MUST DISMANTLE AND CLEAR AWAY THEIR STAND INCLUDING PLATFORMS & FLOORING COMPLETELY

Property not removed by 10pm may be disposed of at the discretion of the Organisers. Exhibitors and contractors will be liable for any charges thus incurred. Packages of left over literature, banner stands etc may be left for collection by couriers provided they are securely wrapped, labelled with appropriate courier paperwork and left with the hotel event team – see details on p9 for deliveries and collections.

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*Loading In/Loading Out Shell Scheme and Space Only exhibitors who will require to bring materials to the venue which cannot either be delivered by courier or be easily carried, will need to be allocated a delivery timeslot to access the venue’s loading bays. Loading bay deliveries during the exhibition build period MUST be complete by 16.00 on Tuesday 6 March. Loading out through the loading bay during the breakdown period MAY NOT commence before 17.00 on Thursday 8 March. You will be asked to confirm if you require loading bay access in your Stage 3 checklist, and will be allocated a timeslot accordingly. Please note that the venue does not have a forklift available. You are also advised to bring your own trolley, should this be needed for unloading.

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STAND MATERIALS DELIVERY INFORMATION You many send stand materials to the below address:

(Name, Company and Stand Number) CIH Total Housing Conference & Exhibition C/o Sara Holland Conference and Banqueting Hilton Brighton Metropole Hotel Kings Road Brighton BN1 2FU

Delivery & Collection Deliveries to the hotel must be labelled as above, with the name of the event and the name and location of your stand clearly marked. Deliveries will be accepted by the hotel a maximum of 5 working days prior to the conference, ie from Wednesday 28 February. After the event, you may leave materials for collection by your couriers, provided that all packages are securely wrapped and clearly labelled with all relevant paperwork required by your courier. Couriers must be booked and organised by you. Neither CIH nor the venue will take responsibility for any materials left onsite. If leaving materials for collection, please ensure they are left with the venue event management team. Otherwise, any materials left after 22.00 on Thursday 8 March will be destroyed.

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OFFICIAL CONTRACTORS

SERVICE COMPANY TEL / EMAIL CONTACT

Electrics Xhibit Solutions Ltd

Exhibition Display Solutions

Unit 10 Hall Court Farm

Ripe

Lewes BN8 6AY

01323 811 406 info@x-hibit.com

Tim Bowen

See p12 of this guide for more details on how to book

electrics

Stand Fitting Xhibit Solutions Ltd

Exhibition Display Solutions

Unit 10 Hall Court Farm

Ripe Lewes

BN8 6AY

01323 811 406

Tim Bowen

Contact Tim direct if you would like him to quote for

designing and building your stand.

Stand Catering Sara Holland Event Manager

Hilton Brighton

Metropole Hotel

01273 715 133

Sara.Holland@Hilton.com

Contact Sara to book on-stand

catering through the hotel.

Alternatively, if you are bringing in your own catering,

ensure you provide Sara with the information requested on

P19 of this guide.

RECOMMENDED SUPPLIERS

SERVICE COMPANY TEL / EMAIL CONTACT

Audio Visual

Universal Live

Unit D1 South Point Industrial

Estate Foreshore Road Cardiff

CF10 4SP

029 2048 0806

mathew.jones@ universal-live.ltd

Mathew Jones

Contact Mathew with your AV requirements

Furniture

Xhibit Solutions Ltd

Exhibition Display Solutions

Unit 10 Hall Court Farm

Ripe Lewes

BN8 6AY

01323 811 406 info@x-hibit.com

Tim Bowen See p13 of this guide for more

details on how to book furniture

Hotels

Conference Care

02476 369720

Nicola Gough

See p13 of this guide for

information on how to book accommodation

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GENERAL INFORMATION ACCESS AND DELIVERY OF EXHIBITS Access to the stand areas for both shell scheme and space only stands will commence at 14.00 on Monday 5 March. Cars and small vehicles – If you are coming to the venue to unload in a car and you have items which can be hand carried, or transported by trolley into the venue, we would advise you to park in the hotel car park. If you have a large quantity of materials to unload, you must book a timeslot in the loading bay. We will email you to remind you to do this. Vans and Large vehicles – Larger vehicles should use the loading bay to unload materials. Marshalls will be on hand at the loading bay to assist with unloading and timings. Vehicles must vacate the loading bay when no longer needed and park elsewhere for the duration of the conference. APPOINTING STAND DESIGNERS / CONTRACTORS Exhibitors can appoint their own contractors for all elements of their stand requirements with the exception of services provided by the Official Contractors. If you are appointing other contractors it is essential, for security and for ease of access to the halls, that you notify us of whom they are, and that each contractor must wear a contractor’s badge. Please inform us of your contractors by completing the form within the word document and make sure once you have received their contractor passes you forward those onto them. AUDIO VISUAL EQUIPMENT HIRE A range of audio visual equipment can be hired from Universal Live Ltd. You’ll find contact details on p9 of this manual. BANKING FACILITIES / CASH MACHINE There is a cash machine within the hotel, and the nearest bank is at the Churchill Square Shopping Centre, 5 minutes walk away from the venue. CAR PARKING The hotel car park has 200 spaces and is accessible by vehicles under 6ft / 1.8m. The hotel has provided codes for reduced rate parking for exhibitors and delegates: For full day parking at £10 = VKHBJ For 24 hour parking at £25 = ADYZH Alternative parking is available at Churchill Square and the Regency Square car park may be cheaper if you plan to leave your car overnight. CARPET The floor of the exhibition hall will be fully carpeted. You are not permitted to attach or affix anything to the carpet.

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ON-STAND CATERING If you plan to offer on-stand catering, you are welcome to bring in your own supplies, provided you complete the venue’s “Guest Food” questionnaire and supply it to Sara Holland at Sara.Holland@Hilton.com. (See p19 of this manual) Alternatively you are welcome to discuss your requirements with Sara who would be delighted to provide a quote for providing catering on your stand. Please advise requirements by 21 February. CLOAKROOM There will be cloakroom facilities available in the Foyer Area. Small items of luggage eg overnight bags may also be left in the cloakroom. COMPANY PROFILE As an exhibitor, you are entitled to a free editorial in the conference guide (maximum 100 words). You will be asked to complete this in your Stage 1 checklist email. If you require your logo to be included, please send it as a high res jpeg to Kathryn.slater@cih.org. Additional advertising options are below. If selected, you will be invoiced for these extras separately from your stand package. You can book these via your Stage 1 checklist email (deadline for receipt of artwork 9 February).

Additional Advertising Cost

Include your logo in the guide (biography already included in package)

£80 + VAT

Quarter page advert in the conference guide £250 + VAT

Half page advert in the conference guide £300 + VAT

Full page advert in the conference guide £350 + VAT

CONFERENCE PASSES Exhibitors are entitled to a number of passes dependent upon the amount of stand space they have booked.

Type of pass & access allowed

15 + sqm m 10 – 15 sq m 4 – 9 sq m

Exhibitor Pass – includes all catering and access to conference sessions

6 Exhibitor Passes (per day)

4 Exhibitor Passes (per day)

2 Exhibitor Passes (per day)

Guest Pass – includes access to exhibition and fringe theatre, but no catering

15 Guest Passes (per day)

10 Guest Passes (per day)

5 Guest Passes (per day)

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Additional passes may be purchased as follows: Exhibitor Pass - £99 + VAT each, per person, per day You will be able to book additional Exhibitor Passes in the Stage 3 email. Additional Guest Passes are not available to purchase, however exhibitors may wish to purchase additional Fringe passes, which allow access to the exhibition hall, including all Fringe, Knowledge Hub and Think Tank sessions and include catering. These are priced as follows:

Fringe visitor package

CIH Member Non Member (housing association, local authority, ALMO or charity)

Non Member (commercial organisation)

A: Both Days Free £60 £200

B: 7 March Free £30 £100

C: 8 March Free £30 £100

To book Fringe passes visit: https://totalhousing.org/fringe-booking/ To register your guests for Guest Passes, visit: https://r1.dotmailer-surveys.com/d6yrx0e-

2a2u5w25

CONTRACTOR BADGES For ease of access and security reasons, each contractor must wear a contractor’s badge. It is the Exhibitor’s responsibility to ensure that their appointed contractors receive the badges. These can be found at the back of this manual. Please also ensure your contractors receive a copy of this manual. DAMAGE The organisers reserve the right to charge the exhibiting company or their contractor for any damage that may occur during the exhibition build, open or breakdown period, to the shell scheme components, carpet tiles, etc. DELIVERY / LORRY PASSES Loading bay time slots will be issued 2 weeks before the event, along with a vehicle pass which you should print and hand to the driver. The pass should be displayed on the windscreen along with a contact number for the driver if leaving the vehicle to unload. Once unloaded, vehicles should be removed from the loading bay immediately. DILAPIDATIONS Any damage to any part of the halls, walls, pillars or other parts of the premises are to be made good at the exhibitors' expense.

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ELECTRICAL POWER AND LIGHTING The organisers have appointed X-hibit as the official and sole electrical contractors. All electrical work for the exhibition will be carried out by X-hibit. Please contact them at the earliest opportunity regarding your requirements and complete the order form which will be emailed to you. Alternatively you may use this link to book: http://x-hibit.com/chartered-institute-housing-electrics-order-form/

All orders must be received by 12 February 2017. All stand supplies will be switched off when the Halls are not in use except by prior arrangement. Announcements on the PA system will be made 30 minutes before the power is switched off which will be 30 minutes after the show closes. EMERGENCY PROCEDURES & FIRE REGULATIONS You will be provided with a copy of the venue’s emergency procedures on your stand. Please ensure you and all stand staff read these and familiarise themselves with procedures and emergency exits. EXHIBITOR’S BADGES All exhibitor staff are requested to wear name badges for the duration of the show. You will be asked to supply names of all your stand staff in your Stage 3 checklist email. See page 11 for your pass allocation. EVENTS ON STAND You are welcome to host special events on your stand, with the proviso that the event can be contained within the confines of your stand boundary, and that noise levels are kept to a reasonable level to avoid inconveniencing other standholders. Please let us know about any exciting plans for launches or special events in the Stage 3 checklist email. FIRST AID First Aid cover will be provided by hotel duty management staff throughout the show and can be contacted through any member of the organising team. FURNITURE A range of stand furniture can be hired from the recommended contractor X-hibit. You will be emailed a link to order furniture or you can find the link here: http://x-hibit.com/chartered-institute-housing-furniture-order-form/

GOODS REMOVAL In an effort to improve the general level of security, it is requested that any exhibitors wishing to take goods out of the exhibition hall after the build up period of the exhibition and before the break-down should notify event organisers. Anyone attempting to remove equipment without permission will be escorted to the Organisers’ Office. HOTEL ACCOMMODATION Exhibitors should make their own hotel reservations. To book accommodation for the Conference, please register online at: https://tinyurl.com/yacbusgc

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Alternatively you can book over the phone or via email: Tel: 02476 369 726 Email: reservations@conferencecare.com

Payment methods - Your reservation can be secured using one of the following methods:

Credit/debit card guarantee with payment settled on departure

Pre paid in advance by pro forma invoice Completing a third party credit card authorisation form allowing your

reservation to be charged to another’s card Full terms and conditions regarding reservations can be found on the website. INSURANCE Exhibitors should ensure they have adequate insurance protection when attending one of our Exhibitions. As a minimum, we require you to have £5 million Public Liability cover. You will be asked to supply an insurance certificate in the Stage 2 checklist email. INTERNET CONNECTIONS Wifi is available throughout the venue for all exhibitors and delegates. This should be sufficient for normal personal use eg checking emails, but is not suitable for streaming video or other heavy use. If any element of your stand relies on having a stable, reliable internet connection, a hard-wired connection can be organised through the Hilton Brighton Metropole, and you will find an order form for this on our website. NOISE LEVELS You are requested to keep noise levels from videos and other elements on your stand to a reasonable level. QUIZ NIGHT Our now-legendary quiz night will take place on Wednesday 7 March in the Hilton Brighton Metropole. A curry supper will precede a fast and furious quiz hosted by sponsors Batchelors Solicitors, and the evening will end with a rousing session of Massaoke. If you’ve never experienced this, think karaoke but in singalong rather than individual style. This is an evening truly not to be missed. You will be emailed a form to book tickets in your Stage 3 checklist email. SECURITY The exhibition hall will be locked 30 mins after the show closes. Exhibitors are responsible for the security of goods and valuables on their stand and elsewhere in the building. Neither CIH nor the venue will be held responsible for loss or theft of exhibitor or delegate valuables.

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STAND CLEANING The cleaning of stands and vacuuming will be arranged by the venue on a daily basis. Exhibitors are responsible for their own cleaning of exhibits on display. STAND CONSTRUCTION Health & Safety – all stands All exhibitors are required to provide a copy of their insurance certificate and a risk assessment and method statement which covers the construction and dismantling of the stand and operating from the stand during the open period. Risk assessment forms will be sent to you with a deadline for completion. Please note that the Organisers do retain the right to demand more information on risk assessment and method statements, if deemed necessary. Organisers also reserve the right to refuse a stand or require alterations to make it safe. Shell Scheme Shell Scheme stands provided will be in accordance with the specification as detailed in the information sheets and forms within this manual. You are requested to read these carefully. No alterations can be made to the standard shell scheme. However, additional extras can be ordered through the official Shell Scheme contractor – you will be sent an online order form to request any additions. The shell scheme consists of 2380mm high white foamex infill panels. Walls comprise of 960mm wide panels linked with a 40mm wide post section. The FOGA shell scheme accepts graphics fastened with loop & hook Velcro or blue tack. This is the only method of fixing display material to the panels. On no account must nails or screws be used. Any damage caused to the shell scheme will be the responsibility of the exhibitor and will be charged accordingly.

The royal blue fascia is 215mm deep (325mm deep including aluminium profiles). Corner stands are open on two sides and fascia longer than 4m will usually require a support pole. A single name and number will be supplied as part of the stand. Name boards are printed in blue type on a white background and the font style is “Helvetica Medium”. Additional lighting and power may be ordered from Xhibit Solutions Ltd using the relevant exhibitor order form.

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No furniture is included. Furniture can be ordered from Xhibit Solutions Ltd using the relevant exhibitor order form or brought with you.

Exhibitors are responsible for their stand and are strongly advised to take out insurance to cover any loss or damage to the stand you are hiring.

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Space Only Sites Exhibitors choosing space only are responsible for their own stand design and construction. STANDS MUST BE BUILT WITHIN THE AREA OF SPACE CONTRACTED and no stand should impinge or overhang the gangway. Exhibitors with space only stands are required under the Exhibition Regulations to submit a scale plan of their stand, the deadline for which is 14 Feb. Please note that space only sites may be placed adjacent to shell scheme walls for other stands. In this case, you are not permitted to attach any material to the shell scheme walls. Exhibitors taking space only sites backing on to, surrounded by or adjoining shell scheme sites should not assume that panels facing their stand will be finished. All space only stands are required to build walls to 2.5 metres on all closed sides of their stand. If you are in any doubt about any shell scheme walls that may be built adjacent to your space only stand, please contact the organisers to clarify. Height Restrictions Shell Scheme The overall height of the shell scheme is 2.5 m high. No element of your internal stand furniture should exceed this height. Space only As a general rule, the maximum height for any space only stand in this venue is 2.75m. Some stands may be able to be built higher, depending on your location. To discuss this please contact Kathryn Slater on 0131 221 7756.

Failure to comply with the above may cause your stand contractors delay in erecting your stand and modifications required may cause additional cost. Informing Contractors Any exhibitor using a contractor to design and build their stand should pass all relevant information received from the organisers about the exhibition on to that contractor. Additional copies of this manual are available upon request from Kathryn Slater on 0131 221 7756 or Kathryn.slater@cih.org. Electrics It is the responsibility of all exhibitors to arrange their individual electrical and lighting requirements. Please complete the order form within this manual and send it direct to X-hibit. STAND FITTING REGULATIONS

All work must be carried out in conformity with the requirements of the Rules and Regulations of the Hilton Metropole Brighton and the organisers, CIH.

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All stand structures, signs, notices, etc., must be confined within the area allocated and may not project into or over the gangways.

Suspension may not be made from the roof of the exhibition halls, nor may any fixings be made to the structure of the building.

Materials a) All timber less than nominal 25mm (1”) in thickness and plywood, hardwood, block board and chipboard less than 18mm (3/4”) must be rendered flameproof by a recognised process to a Class 1 standard when tested in accordance with BS 476 Part 7 1971. Ply-hard and pulp boards which have been rendered flameproof in a manner approved shall be branded with a recognised mark. b) The use of plastic of a grade less than Class 1, BS 476 Part 7 1971, whether in stand construction or display arrangements is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted prior to construction. c) Textile fabrics - unless incombustible - may not be used for partitioning stands or for forming offices or the back or sides of stands and so far as they may be used for decorative treatment of such portions, the fabric must be backed with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing boards and secured at floor level by a skirting board not less than 75mm deep. d) All painting must be carried out in water paint. Finishes having oil or cellulose base are not permitted to be applied on site. Platform a) It is essential that exhibitors take steps, when designing and constructing their stands, to ensure that disabled people are not precluded from getting onto their stand. Exhibitors should ensure that appropriate ramps are included as part of the stand design. b) Platforms are not essential even with floor electrical or plumbing services. The general height may not exceed 100 mm (4”), but areas may be super-elevated for display purposes. Details of super platforms, above the height of 600mm (24”) to which persons have access must be submitted to the Organiser for the approval of the Authorities. c) The flooring must not be less than a nominal 25mm (1”) thick. Flooring must, in any case, be laid with closed joints. Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel and visitors and exhibits having regard to the loading limits of the floors.

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On-stand Catering If you plan to bring your own catering to your stand, please supply this information by 21 February to Sara.Holland@hilton.com

APPENDIX 19

HACCP 2006 SRM

Letter re: Guest Food Brought in for Function

Dear Client, Re: Further to your request to bring in outside catering for this event. I would request the following information: 1) Who is the manufacturer or supplier of the food? 2) When will the food be prepared? 3) What level of food hygiene training do food handlers hold? (Please

send copies of certificates). 4) Has manufacturer completed hazard analysis and does he/she carry

out internal food hygiene audits? If yes, please send copy. 5) Last Local Authority Inspection with copy of inspection report. 6) How will the food be delivered to the hotel, and when will it arrive? 7) Are there means to separate raw and cooked foods (where applicable)

during transport, and is the transport refrigerated? Hilton reserve the right upon approval of this request to sample foods being delivered to the hotel and refuses to accept any form of liability for any contamination complaints or illness arising from food consumption. Yours faithfully Sara Holland Event Manager

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Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass

Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass

Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass

Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass

Name Company Stand CIH South East Conference & Exhibition Valid 5-8 March 2018 BUILD UP / BREAKDOWN ONLY

Contractor Pass