5–8 September 2016 University of Leeds, Leeds, UK

www.photon.org.uk

PHOTON16

Exhibition handbook

Contacts

This manual contains all the information you need to plan your table top stand at Photon16. Please read the

document carefully, and if you do have any queries contact the exhibition management team.

Edward Jost

IOP Publishing

Tel +44 (0)117 930 1026

Mobile +44 (0)7545 301 900

Email edward.jost@iop.org

Katrina Dickens

Conference & Events, University of Leeds

Tel +44 (0)113 343 5723

k.dickens@leeds.ac.uk

Venue

The exhibition, part of the Photon16 conference, will be held at the University of Leeds in the Edge Sports and

Exhibition Centre building. The conference will be held from 5-8 September and the exhibition from 6-7 September.

Stands will be located together with refreshments, lunch and posters.

University of Leeds

Woodhouse Lane

Leeds

LS2 9JT

UK

For further information on the University of Leeds, please visit the venue website at www.meetinleeds.co.uk. For all

conference venue location details, please download the university campus map (PDF, 262KB). A Photon16 campus

map is available at the back of this handbook. Interactive campus map:

http://www.leeds.ac.uk/site/custom_scripts/campus_map.php

Programme and set up times

Show times

Tuesday 6 September: 10:30 – 19:00

Wednesday 7 September: 10:30 – 16:00

Build times

Monday 5 September: 14:00 – 17:30

Tuesday 6 September: 09:00 – 10:30

Loading / unloading instructions

Exhibitors are able to drive onto the campus and park for a maximum of 40 minutes while unloading their vehicle for

the exhibition. Exhibitors need to access Woodhouse Lane, near the Parkinson Building and will make their way

down to the exhibition space. Please refer to the campus map at the back of this document for directions.

Vehicles need to be removed after 40 minutes. Please be aware, a new Automatic Number Plate Recognition

system has been installed on campus. Vehicles which are not removed after 40 minutes will be issued with charges.

Break down times

Wednesday 7 September: 16:00 – 17:30

You will not be permitted to break your stand down before 16:00 on Wednesday 7 September. The penalty charge

for any exhibitor who attempts to break their stand down before this time will be 25% of the site price. The invoice

will be payable within 30 days. All equipment must be removed by 17:30 on the same day. If you think you will

need additional time to break down your stand, please email edward.jost@iop.org.

Deliveries

Material for the conference can be sent in advance to the University of Leeds. It must arrive between 26 August and

2 September (weekdays only between 09:00 and 17:00).

All deliveries must be labelled as follows:-

Photon16 IOP Conference (KX 68270)

c/o Anthony Lowe

The Edge

University of Leeds

Leeds

LS2 9JT

Please make sure you follow the guidelines below, otherwise your delivery may be refused:

- The box is clearly labelled Photon16 exhibition, with your company name and stand number.

- Indicate on the box the weight and the contents centre of gravity.

- All shipping costs including VAT and Duty must be met by the exhibitor. Please send material as ‘Delivered

Duty Paid’.

After the exhibition closes, all material needs to be collected by 12:00 on Thursday 8 September. If items are being

collected by a courier, please inform the conference organisers of the following information on departure:

Number of boxes being collected;

The name of the courier company, address and telephone number;

Collection date and time.

A storage charge will apply for items not collected on time and we cannot accept any responsibility for material left

on the premises.

Stands

All exhibitors receive the following within their stand rental price.

a table measuring 6ft (exhibitors should bring their own table cloths)

2 x chairs

a single 13 amp electrical socket (exhibitors should bring their own extension cables)

wi-fi internet access (further information on how to access the wi-fi will be provided on arrival at the

conference)

catering for one representative for two days (6-7 September)

access to the technical sessions for one representative (6-7 September)

Personnel and registration

Refreshments and lunch will be served in the exhibition hall at set times during the programme and is included for

one stand representative only. Exhibitors can book additional staff at a cost of £100+VAT. This does not entitle entry

to the technical sessions. The rental also includes the exhibitor reception and poster session on Tuesday 6

September. Please refer to the programme online for exact timings.

To confirm/amend your stand personnel details, please log into your booking via

www.iopconferences.org/iop/610/amend

All exhibition personnel should report to the main IOP registration desk (located in the exhibition hall) on arrival.

One delegate pack is included with each exhibitor rental. The pack will include a delegate list and a copy of the

programme/exhibitor guide. Note that the delegate list will not include email addresses due to the data protection

act. Exhibitors are therefore encouraged to collect business cards.

The abstract book with details of all talks will be available to download from the website. Each exhibitor will be given

a badge on arrival at the conference, which must be worn at all times during the exhibition to help with security.

Badges should be collected from the IOP registration desk.

Industry Technology Programme (ITP)

The Industry Technology Programme (www.photon.org.uk/itp) is free to attend and is taking place on Tuesday 6 and

Wednesday 7 September. Attendees to this session will have access to the ITP programme and the exhibition. If you

have customers who would like to attend the ITP sessions, please encourage them to register online at

www.photon.org.uk/register. An ITP and exhibition document is available at the back of this handbook.

Day visitors

During conference session times; the exhibition is open to non-participant visitors. The exhibition is free to attend,

and exhibitors are encouraged to invite their customers to come along to see them at the University of Leeds. The

exhibition will be open for day visitors during the hours listed below. Please encourage visitors to pre-book their

attendance via conferences@iop.org so badges can be ready from them to collect on arrival. Badges will be issued

from the registration desk. Day visitors will not be given access to the technical sessions. Please be aware, parking

on campus is not available for day visitors. An ITP and exhibition document is available at the back of this

handbook.

Tuesday 6 September: 11:00-12:30; 14:00-15:30 and 16:00-17:30

Wednesday 7 September 11:00-12:30 and 14:00-15:30

Exhibition competition

In an effort to ensure delegates visit as many stands as possible, we are offering delegates the opportunity to win an

Apple Watch Sport and £50 Amazon vouchers. Delegates need to visit at least 30 stands and get a form, which will

be included in their delegate packs, signed by at least 30 exhibitors to be eligible for the prize draw. The draw will

take place on Thursday.

Meeting Manager - online meeting appointments

There is an online meeting scheduling system for Photon16 so that delegates and ITP attendees can book 30

minute appointments with exhibitors.

Appointments can be booked on the 6 and 7 September and will be located at your exhibition stand. You will

receive an email notification when a delegate has booked an appointment with you, however you can access your

diary online at any time to view and print your scheduled appointments.

To set up a bespoke diary or amend your online profile, you can log into your booking via

www.iopconferences.org/iop/610/amend - press the edit button by your contact details and proceed through all

pages until you reach the confirmation page and link to 'Meeting Manager'. In the meeting manager section you

will be able to edit your diary and make meeting slots unavailable to delegates.

Travel

For travel information, please refer to the website page http://www.photon.org.uk/travel

Accommodation

Single occupancy accommodation is available on the University of Leeds campus at Storm Jameson Court, please

email conferences@iop.org if you would like to book accommodation (subject to availability).

Health and safety

Displays and structures

The organisers must be informed of displays that may be a fire risk at least two weeks prior to the exhibition. In

addition, exhibitors must ensure that all display aids and additional stand structures are made of inherently flame-

resistant material.

Electrics

Stands will be allocated a single 13 amp electrical socket. Exhibitors are asked to bring their own extension cables

with them. The UK operates a 3 pin socket; if you need an adaptor please bring one with you. Exhibitors intending to

use electrical equipment must ensure that they comply with the Local Authorities Rules and Regulations. All

electrical equipment must be PAT tested.

Stand cleaning and rubbish

The exhibition hall will be cleaned before the exhibition opens each day. Exhibitors are responsible for ensuring that

their stands are kept free of rubbish. Black refuse bags will be available for items that cannot be recycled.

Information on recycling points is available on request.

Storage

Exhibitors can store cartons in the walkway between Hall 1 & Hall 2.

Safety and emergency evacuation procedures

In the unlikely event of a fire, a voice activated alarm will sound. On hearing the alarm, please make your way to the

nearest emergency exit. These are well signposted. Please leave the building immediately and in an orderly manner.

Do not re-enter the building until instructed to do so by security.

Smoking

In accordance with government legislation smoking is not permitted in any building, temporary enclosed structure or

substantially enclosed space outside of buildings.

Fire extinguishers

Exhibitors using, exhibiting or storing hazardous substances, objects or processes should provide the appropriate

extinguishers for their stand.

First aid

If you fall ill or injure yourself during the conference, please report the incident to a staff member who will call a

trained first-aider. In case of serious injury, paramedics will be called. All three emergency services, fire, ambulance

and police, can be contacted by dialling 999 from any telephone. University of Leeds campus security can be

contacted on 0113 343 2222. Please contact University security in case of emergency before contacting

emergency services.

Insurance

While we take every precaution to protect your property during the event, the Institute of Physics and University of

Leeds are not responsible for any loss or damage and we recommend that you affect adequate insurance.

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to third parties

and to property belonging to third parties. In addition to this you should protect your expenditure against

abandonment and cancellation or curtailment of the event due to reasons beyond our control.

Payment

The organiser reserves the right to refuse admission to any exhibitor who has failed to pay their stand rental prior to

the event. If you request additional chargeable items on the booking form, an invoice will be sent to you and our

payment terms are 30 days.

Audio

If you plan to use sound recordings during the exhibition you will need to complete a GLD 08a form to obtain PPL

licence – see www.ppluk.com.

Risk assessment

We take our responsibilities as laid out in accordance with the Health and Safety at Work Act 1974, very seriously

and it is vital that exhibitors and their contractors do likewise. By issuing this statement in advance, the organisers

deem that all exhibiting companies are aware of the health and safety policies and will comply with their

obligations. The Management of Health and Safety Regulations 1992 recommends that a competent person is

nominated to oversee all health and safety issues and that all employees co-operate with other personnel while

sharing a work site. The nominated person will be responsible for providing the proper information and instruction,

training, guarding and supervision of all parties concerned throughout the show.

Failure to comply with all of the health and safety legislation can cause injury/fatality, and prosecution of an

employee/employer/contractor by the Health & Safety Executive.

All exhibitors are requested to produce a risk assessment for their stand, to be available onsite, if requested by the

organisers.

Security

While every effort is made to safeguard visitors’ property, both personal and commercial, occasionally a loss may

occur, even with constant security patrols, CCTV cameras and alarm systems. Exhibitors are strongly recommended

to use night sheets and/or alarms and to take out adequate insurance against loss or damage. Exhibitors are

advised not to leave their stands unmanned during the show and initial breakdown period.

Exhibitor list

Acal BFI (stand 20)

Alrad Instruments Ltd (stand 21)

Ash Scientific Ltd (stand 16)

Bentham Instruments Ltd (stand 14)

Coherent (stand 28)

CST - Computer Simulation Technology (stand 19)

DM Optics (stand 22)

Edinburgh Instruments (stand 26)

Elforlight Ltd (stand 4)

Elliot Scientific Ltd (stand 34)

ELUXI (stand 17)

Fianium Ltd (stand 10)

Fraunhofer (stand 9)

Hamamatsu Photonics (stand 2)

ID Quantique (stand 30)

IOP Publishing (stand 42)

Lambda Photometrics Ltd (stand 18)

Laser Components (UK) Ltd (stand 5)

Laser Lines (stand 1)

Laser Physics (stand 25)

Laser Quantum (stand 24)

Litron Lasers Ltd (stand 7)

Manx Precision Optics Ltd. (stand 6)

M Squared Lasers Ltd (stand 15)

Newport Spectra-Physics Ltd (stand 32)

Ocean Optics (stand 29)

Ophir Spiricon Europe GmbH (stand 31)

Optics.org (stand 3)

Pacer International (stand 8)

Photonic Solutions (stand 11)

Photonics Technologies (stand 12)

Princeton Instruments (stand 23)

Pro-Lite Technology Ltd (stand 27)

Springer (stand 35)

Thorlabs (stand 33)

TOPTICA Photonics (stand 13)

Exhibition Centre at “The Edge” – Floor plan

Stand 1: Laser LinesStand 2: Hamamatsu PhotonicsStand 3: Optics.orgStand 4: Elforlight LtdStand 5: Laser Components (UK) LtdStand 6: Manx Precision Optics Ltd.Stand 7: Litron Lasers LtdStand 8: Pacer InternationalStand 9: FraunhoferStand 10: Fianium LtdStand 11: Photonic SolutionsStand 12: Photonics TechnologiesStand 13: TOPTICA Photonics

Stand 14: Bentham Instruments LtdStand 15: M Squared Lasers LtdStand 16: Ash Scientific LtdStand 17: ELUXIStand 18: Lambda Photometrics LtdStand 19: CST - Computer

Simulation TechnologyStand 20: Acal BFIStand 21: Alrad Instruments LtdStand 22: DM OpticsStand 23: Princeton InstrumentsStand 24: Laser QuantumStand 25: Standa Ltd

Stand 26: Edinburgh InstrumentsStand 27: Pro-Lite Technology LtdStand 28: Coherent (UK) LtdStand 29: Ocean OpticsStand 30: ID QuantiqueStand 31: Ophir Spiricon Europe GmbH Stand 32: Newport Spectra-Physics LtdStand 33: ThorlabsStand 34: Elliot Scientific LtdStand 35: SpringerStand 36: Andor TechnologyStand 37: IOP Publishing

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tea and coffee

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tea and coffee

PHOTON16

Car parksUniversity visitors’ car parks - pre-booked

Public multi-storey car park

IOP Photon 2016Sunday 4th September - Thursday 8th September

Pedestrian Only Area

Other useful information

Lawns

CityBus Stop

Taxi Rank

Bus Stop

ST. GEORGE'SFIELD

MAINENTRANCE

House

CLAREN DON WAY

Citycentre

Citycentre

SOUTHENTRANCE (Permit Holders Only)

Headingley

0113 343 5494

Steps

University Roadentrance

32

Venues

Key

Accommodation - Storm Jameson Court

Exhibition Centre at “The Edge”

Refectory/Leeds University Union

86

32

60

86

101

Roger Stevens Building

101

100

89

Parkinson Building

Conference Auditorium

60

89

100

Industry Technology Programme (ITP) and exhibition (free to attend)The Industry Technology Programme (ITP) is free to attend and will take place on Tuesday 6 and Wednesday 7 September 2016. A full programme can be found online at www.photon.org.uk/itp.

ITP attendees will have access to the ITP sessions, the Photon16 exhibition and can join the conference delegates for lunch and breaks in the exhibition hall. Online registration for the ITP programme is now open, please visit www.photon.org.uk/register.

Supported by

Exhibition-only visitors (free to attend)Photon16 is the eighth event in the series organised by the Institute of Physics for those working in, or studying, optics and photonics – whether you’re just getting started or experienced in the field.

An exhibition will be held alongside the conference on Tuesday 6 and Wednesday 7 September 2016 in the Edge Exhibition Centre on the University of Leeds campus. The exhibition is free to attend and more than 35 companies will be taking part. Please visit www.photon.org.uk/exhibitors for a full list of exhibitors.

The exhibition is open to non-participants, to book a day pass (restricted times) please email conferences@iop.org.

Exhibition opening times for visitors

Tuesday 6 September 11.00–12.30, 14.00–15.30 and 16.00–17.30

Wednesday 7 September 11.00–12.30 and 14.00–15.30

5–8 September 2016University of Leeds, Leeds, UK

www.photon.org.ukPHOTON16

Exhibition handbook

Institute of Physics76 Portland Place, London W1B 1NT, UK

Telephone: +44 (0)20 7470 4800www.iop.org/conferences

Registered Charity Number: 293851