sponsor and exhibitor pack - care management matters · stand allocations stand allocation will be...

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Sponsor and Exhibitor PackDorset Care Conference 8th February 2018, Lighthouse Poole

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Dorset Care Conference The Future of Care 8th February 2018

This Sponsor and Exhibitor Pack has been designed to make your involvement in the event as smooth as possible by providing you and your company with all the information you’ll need about pre-, during and post-event arrangements.

If you wish to discuss any aspect of the event, please do not hesitate to call Leah Callaghan-Fowler directly on: 01223 206953 or email: [email protected]

Thank you for your support of the forthcoming CMM Insight Dorset Care Conference.

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Venue

Conference Date and TimeThursday 8th February 20189.00am – 4.30pmThe exhibition, lunch and refreshments will be held in the Concert Hall.

Internet AccessA WIFI code will be given on request on the day of the conference.

EquipmentDue to limited space at the venue we ask that event equipment is brought with you on the day. If you have equipment that you need to send prior to the day please email: [email protected]

The Lighthouse, 21 Kingland Road, Poole, Dorset BH15 1UGTel: 01202 280000

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Directions and ParkingBy RoadTravelling west on the M27 the road becomes the A31 bypassing Ringwood, Ferndown and Wimborne Minster. Remain on the bypass until reaching the roundabout junction signposted the A349 Poole town centre and ferry port.

Follow the A349 and ferry signs until reaching the roundabout signposted the A350 Poole town centre. Turn left here onto the A350 (Holes Bay Road). Follow the dual carriageway which skirts the bay. At the next roundabout at the end of Holes Bay Rd turn left onto the flyover and move to the right hand lane. At the next roundabout turn right and within a minute you will see Lighthouse on your left.

Car ParksThere is plenty of car park space very close to Lighthouse. Parking is available at the Dolphin Shopping Centre multi-storey over the road from Lighthouse and the level access car park directly opposite. There is also a car park located at the Dolphin Swimming Centre next to Everyone Active, only a five minute walk away. Please note car parks are owned and operated by Borough of Poole.Customers wishing to park at the Dolphin Centre can park all evening after 6pm until 8am and can do so for £2.00 and pre- pay before going to Lighthouse. This means that prepaid customers need only drive to the exit to leave the car park on return without queueing at payment machines.

Disabled parking is available directly outside Lighthouse.

BusesLighthouse is opposite Poole bus station with an underpass or a level access crossing providing easy access across the road. For bus times and routes click here for Yellow Buses information.

AirportsBournemouth International Airport is approx. 9.5 miles from Poole.

Southampton Airport Parkway is a 45 minute train journey direct to Poole rail station.

RailPoole rail station is in the town centre, a 5 minute walk from Lighthouse. Follow signs to ‘Arts Centre’ which take you through the shopping centre to the bus station. Lighthouse is opposite the bus station.

South West Trains run a half hourly train service to Poole from London Waterloo.

Coach ServicesNational Express offers a regular service to most major towns and cities plus a Flightlink service to/from Heathrow Airport and central London with connections to Gatwick Airport.

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Set UpSponsors and exhibitors may begin installing their exhibits from 8.00am on Thursday 8th February 2018. Please do not arrive before this time as the room may still be being set up and you could be turned away.

All exhibits must be set up by 9.00am on Thursday 8th February 2018.

Set up can be an extremely busy period and we therefore ask you to be cautious and patient at all times.

Storage during the eventThere is limited storage within the venue. Arrangements should be made by you for large cases etc to be stored offsite. Smaller stand materials may be stored under your stand table.

Some Dos and Don’ts• Extreme care must be taken when loading/

unloading equipment and goods.• Ensure the public walkway is clear before moving

any equipment and during the conference/exhibition times.

• Make sure all personnel involved in loading and unloading equipment/goods are capable and competent.

• The storage of equipment etc must only be in the areas specified above.

• Once all equipment has been unloaded/loaded, your vehicle must be moved and parked in the hotel car park or other car park as detailed above.

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Stand AllocationsStand allocation will be confirmed prior to the event. Please refer to this confirmation on the day, or ask a member of the CMM Insight team if you are not sure of your stand position.

We hope you will be happy with arrangements, but please bring any problems to our attention as early as possible so we have the opportunity to try to resolve them for you prior to the event.

Your stand space will be identified by your company name*.

A floorplan will be available on Thursday morning for set up and members of the CMM Insight team will be around on Thursday morning to help you, if needed.

STAND SPACES

Tables and ChairsOne table and two chairs will be provided, unless you have confirmed otherwise on booking your stand.

If you do not need your table and chairs, please let us know in advance.

InstallationSponsors and exhibitors may begin installation from 8.00am on Thursday 8th February 2018.Installation must be completed by 9.00am on Thursday 8th February 2018.

DismantlingThe official closing of the conference and exhibition is 4.30pm on Thursday 8th February 2018. No packing of equipment or materials may begin until that time.

Out of respect for our attendees, please make sure you honour the times detailed above.

All equipment/materials must be crated and ready for removal no later than 6pm on Thursday 8th February 2018.

Use of spaceAll activities must be confined to the limits of your hired space and must not impede traffic or interfere with the activity of other sponsors or exhibitors.

Build restrictionsPlease keep your stand below 3.4m in height. Complex constructions and equipment will require a drawing and risk assessment to be submitted to the venue for review. If you think this may be the case with your stand, please contact us to discuss.

The usual pop-up back drops, banners etc are all ok.

PowerThere are some power points situated around the sides of the exhibition room, where possible power will be supplied; however, there will not be any spare cables. If you think you will require power, please bring along an extension lead.

Power will only be allocated to those who make us aware, in advance, that they need it.

*Unless we hear from you the default company name will be the name you specified on your booking form.

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Health and SafetyInsurance/SecurityIt is the responsibility of all sponsors and exhibitors to ensure they have sufficient insurance cover for the event and for all attendees as well as to ensure their personal belongings are stored safely.

Sponsors and exhibitors must take care of their own equipment/belongings.

Stands and exhibits on stands are not accepted into the custody or control of the event organiser or the venue and sponsors and exhibitors shall make their own insurance arrangements.

Risk AssessmentAll parties including sponsors, exhibitors and contractors have responsibilities as laid out in accordance with the Health & Safety at Work Act 1974, the Management of Health & Safety at Work Regulations 1999 and any mandatory Acts/Regulations relevant to their activities.

It is the responsibility of the sponsor or exhibitor and their contractor/s to ensure that a safe working environment is achieved.

It is the responsibility of each sponsor or exhibitor to ensure that every supplier or sub-contractor carries out a suitable and sufficient assessment of the significant risks to health and safety of their employees, or persons not in their employment, arising out of, or in connection with, the conduct or undertakings at the CMM Insight Dorset Care Conference.

If you think there’s anything on your stand that may give rise to concern, please talk to us as early as possible and we will try to help resolve it for you.

Fire and Emergency ProceduresFire Exits will be clearly signed. In the event of an emergency, follow the direction of The Hilton Bournemouth Hotel staff and CMM Insight team.

Security24-hour building security will be maintained at the venue. However, stewards will not be present in the hall at all times and items are left at the individual’s own risk. It is not advisable to leave small or valuable items such as laptops etc unattended at any period.

SmokingSmoking is not permitted anywhere inside the hotel.

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Food and DrinkFree tea, coffee and other refreshments will be available at both morning and afternoon conference breaks and at lunchtime.

There will be light refreshments such as biscuits served with both the morning and afternoon conference breaks.

Lunch will consist of a hot/cold buffet and will be served for all those manning your stand from 12.30pm.

Vegetarian options will be provided. If you have any other dietary requirements, please email: [email protected] at least two weeks before the event so that we can cater for you.

WastePlease remove all your own waste; crates/packing materials etc should not be left behind.

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Maximise your investmentExhibitions provide a unique opportunity to display your product and business to large numbers of potential customers. A clear idea of what you are trying to achieve, and how to go about it, helps you maximise the impact of your stand and the number of sales leads.

Invite your customersMaximise the opportunity in exhibiting at this event by making sure you let your own customers know you are going to be there, and inviting them to come and see you.

A copy of the conference/delegate information will be available to send to you via email closer to the event. If you would like a copy of this to circulate to all your members/customers, please email: [email protected]

Conference Delegate GuideWe are putting together a delegate guide for all conference attendees and we will contact you in due course to confirm your organisation’s listing within the relevant section.

For sponsors, this consists of your company logo, a company profile and an advert.

For exhibitors, this consists of your company logo and a 50-word company profile.

If you have this information ready to send and would like to send it to us now, please email it to: [email protected]

The delegate guide will be handed out to all conference attendees on their arrival at the event.

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ContactsIf you have any questions about the exhibition which are not covered in this document, please contact us.

We will be available on site during set up, exhibition and breakdown – if you can’t see us, just ask the reception desk to give us a call.

CMM Insight Team

Leah Callaghan-FowlerMarketing and Events ExecutiveTel: 01223 206953Email: [email protected]

Lisa WerthmannDirector of Creative OperationsTel: 01223 206964Email: [email protected]

Terms and ConditionsAll prices are subject to VAT at standard rate at the time of invoicing.We reserve the right to revise our prices at any time – prior notification will be given.

CancellationsCancellations must be made in writing, within 8 days from the date of the agreement for a full refund.

If a cancellation is made 4 weeks prior to the event, CMM will endeavour to reallocate the space, but should this not be possible, the sponsor, exhibitor or facilitator will be liable for the full cost.

Event DisruptionIf the event is cancelled, postponed or has to be abandoned for reason of any Act of God, war, national emergency, civil disturbance, inevitable accident, explosion, fire, storm, labour dispute, strike, lock-out, force majeure, or on the advice of the local authority or emergency services, the non-availability of the exhibition venue of either in whole or partially or from any other cause not within the control of

the organisers, CMM will be under no liability to the sponsor or exhibitor as the result of the incurrence of any such events.

Space AllocationStand space will be allocated by the event organisers. Every endeavour will be made to meet the general wishes of sponsors and exhibitors with regard to position, without causing unfairness to others.

Sub-LettingSub-letting of stand space is not permitted without specific agreement of CMM.

Health and Safety/InsuranceAll sponsors and exhibitors are to hold full Public Liability cover in respect of all their liabilities. The sponsors’ and exhibitors’ attention is drawn to the requirements of the Health and Safety at Work Act 1974 and all subsequent legislation with regard to their duties in connection with their work activities, personnel employed, and members of the public and others who may be affected by their actions.

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Fire PrecautionsFire precautions on stands are the responsibility of the sponsor or exhibitor.

SecurityCMM will not be responsible, under any circumstances, for the safe keeping of equipment etc exhibited or brought into the event by sponsors, exhibitors or their contractors.

Fire ExitsPlease ensure that you do not obstruct any fire exits at any time. If you do so you will be asked to move anything that is in the way.

ElectricityAny electrical appliance connected to a plug socket must have been tested by a competent person before it is plugged in and energised. The responsibility for ensuring this testing is carried out is that of the sponsor or exhibitor. Extension leads will not be provided by the event organiser.

SmokingThere is a strict no smoking rule throughout the hotel.

Exhibits and DisplaysAll sponsors’ and exhibitors’ displays/activity must remain in the designated stand space. No screws or similar fixings including selotape may be used in any part of the exhibition building. Should any damage occur, the sponsor or exhibitor responsible will be liable for any repair charges incurred.

Refuse Disposal and Packing MaterialsAll sponsors and exhibitors are responsible for disposing of their own refuse and ensuring that no build-up of waste materials occurs. No storage for packing cases or packing materials is provided within the exhibition room. Any such materials must be removed from the exhibition room before the exhibition opens. Small items can be stored under your table.

Arrival and DepartureSet up and breakdown times can be found elsewhere in this document, on the information sheets provided to sponsors and exhibitors and on receipt of your booking confirmation via email. Sponsors and exhibitors are required to man their stalls at all times whilst the exhibition is open to the delegates and vacate the venue no later than 6pm at the end of the day.

Amendments to the event programmeOccasionally we may need to make amendments to our events programme or to our speakers. We reserve the right to do so.

Event mailing and dataCMM and its associated event sponsors may wish to keep in touch after the event, via phone, post or email. If you do not wish to receive any such communication then please inform us in writing at 3, Valley Court Offices, Lower Rd, Croydon, Nr Royston SG8 0HF.

Terms and Conditions continued

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…and finally a huge thank you from us for your participation in

this event!

Ultimately, we rely on your support, and we know you have a choice, so thanks for choosing us.

sponsor and exhibitor pack - care management matters · stand allocations stand allocation will be...

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