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Exhibitor Information

Scottish Self-Build and Renovation 2020 (Highlands) Exhibitor Information

Exhibitor Information for Scottish Self-Build and Renovation 2020 (Highlands)

This article provides important information for exhibitors at Scottish Self-Build and Renovation 2020 Highlands (“The Event”).

**Important CORONAVIRUS (COVID-19) UPDATE**

The Venue

The Event is held at the Macdonald Drumossie Hotel, Old Perth Road, Inverness, IV2 5BE. Directions to and from the hotel can be found from the hotel’s website at this link:

https://www.macdonaldhotels.co.uk/our-hotels/scotland/inverness/macdonald-drumossie-hotel

Exhibitor parking

Free parking is available for exhibitors in the hotel carpark which is located directly outside the REAR OF THE HOTEL. This is the closest carpark that gives you direct access to the exhibitor hall (the Drumossie ballroom). Please do not park at the front of the hotel carpark.

Exhibitor unloading and loading

Exhibitors can load and unload through the fire exits directly into the Drumossie Ballroom, signage will be available and Etiom Events staff will be identifiable by hi-viz vests with "Etiom Events" on the rear. Please note that exhibitors may be asked to remove their vehicles if they are found to be causing congestion.

Activity Times

Friday 13 March 2020

  • 1500-1800 Exhibitor Setup (strictly not before 1500, out of courtesy for the Venue and Organisers). The Venue may not be available prior to this time for access.

 Saturday 14 March 2020

  • 0700-1000 Exhibitor Setup
  • 1030-1600 Event open to public

Sunday 15 March 2020

  • 1030-1600 Event open to public
  • 1600-2000 Exhibitor breakdown

Stands must be completed and excess products and materials removed from the exhibition arena no later than 1000 on Saturday 14 March 2020. Please allow time to load and unload vehicles. Note that you are responsible for clearing up any rubbish. The cost of removal of any excess materials left by exhibitors will be passed on to exhibitor. Repairs required to any excessive damage to hotel property (ie carpet, walls) may also be passed on to exhibitor.

For safety reasons and out of courtesy to fellow exhibitors, exhibitors cannot dismantle their stand before all public has been vacated from the exhibitor hall at or near the closing time. Under no circumstances will exhibitors be permitted to commence breakdown before this time.

Exhibition Space

What you get – floor space marked out to the dimensions booked with the exhibition organiser; any furniture (trestle table, cloth, chairs) pre-booked with exhibition organiser; power is only supplied to the nearest socket on the wall and where this has been pre-booked. Any exhibitors utilising this will require to use their own extension cable (with current PAT certificate) and ensure that the extension cable does not present a trip hazard. Should you need power, please give the exhibition organiser advanced notice and include this in any risk assessment.

Exhibitors’ own furniture must fit entirely within the space allocated and be set up in a manner that poses no danger to public health and safety. Setups will be liable to inspection by Event Organisers, venue and local authorities.

Height restrictions – any exhibitor planning to build a stand in excess of 2.5 metres high must send detailed plans prior to the build-up period of the event.

Should you require to construct any unusual or complex structures including stages, please contact the Event Organiser for guidelines.

Please also note that should you be displaying heavy objects or displays, please ensure that you have placed a heavy ground sheet under any objects to minimise any damage to carpet areas.

Note that the walls of the arena cannot be used to affix posters or hang any items. Exhibitors should use their own wall panels instead.

Water and Power at the Venue

Should you require any water and/or power, this must be organised with the exhibition organisers in advance of the event.

Exhibitor Risk Assessment

All exhibitors are required to complete a risk assessment in advance of the exhibition. Failure to complete this document may result in the exhibitor not being allowed on site to setup their stand. Please complete the form at this LINK and submit by no later than Friday 28 February 2020. You may use your own risk assessment document and This email address is being protected from spambots. You need JavaScript enabled to view it..

Advertising  

Your company name, a profile and a link to your website will be advertised on the Event website. Your company will also feature on the event social media channels upon booking. Any further advertising requirements can be discussed with your Event Organisers. Get in touch if you wish to erect any banners outwith your own exhibition space.  

Deliveries to the Venue

Note that the venue is unable to accept deliveries in advance of the event.  

Emergency exits, routes and assistance

Evacuation routes/emergency exits must not be blocked at any time.

Fire prevention

Temporary furnishings and decorations must be in non-flammable materials, or fireproofed in line with the relevant regulations. Flammable gases/liquids/objects may not be used or stored indoors without relevant documentation and approval from the Event Organisers and the Venue. Use of fire or naked lights must be approved by the Event Organisers in advance. Any person discovering fire should immediately notify the Event Organiser.

First aid

Any person requiring first aid treatment should contact the Event Organiser.

Security

The Event Organisers and the Venue cannot accept responsibility for any items left on an exhibitors’ stand and all exhibitors, visitors and delegates are encouraged to ensure that all valuables are not left unattended or unsecured. It may be the case that the Event Organisers has hired security for the event. However they are not hired for the purpose of protecting exhibitors’ property.

Insurance

Exhibitors must ensure all necessary insurance cover for damage to their own goods and for possible liability in respect of injury to third parties or damage to third-party property, including the property of the Venue. All exhibitors should send a copy of their Public Liability Insurance to the Event Organisers upon stand booking. Please This email address is being protected from spambots. You need JavaScript enabled to view it. by no later than Friday 28 February 2020.

Storage

There are no storage facilities available at the Venue, other than within your own stand space allocation.

Cleaning and Waste Disposal

Exhibitors are responsible for keeping their stands tidy and for ensuring that waste is deposited in accordance with the rules on waste disposal. For health and safety reasons it is important that all exhibitors and contractors keep aisles and walkways clear of rubbish at all times. Any items left in the aisles are subject to being cleared away, regardless of whether they are waste or not. Any exhibitor and/or contractor leaving excess waste, stand fitting materials in the arena at the end of the exhibition will be charged for the removal and disposal.

WiFi

Free WiFi is available at the venue. Instructions to access WiFi will be distributed on the day of the event.

Photography and Video Shooting

Please note that the Event Organisers may have a person (or persons) at the Event taking photographs or video and the Event Organisers have full rights to all imagery and video taken during this time. Imagery and video may be used during the event and after the event for promotional reasons. Should you not wish to have a photograph taken or appear in any video, please make the Event Organisers know in advance of the event taking place.

Cancellation of Space 

If you wish to cancel your booked space, please refer to the Exhibition Terms and Conditions, which are available online at this LINK

Revisions of Floor Plan   

The floor plan is subject to change to allow for any unseen circumstances. Please see this LINK for the latest floorplan. We will endeavour to ensure your stand is not affected and will advise you in the unlikely event that we need to move your stand significantly out with your booked area. Please note that stand numbers will not be 100% confirmed until closer to the event date due to possible changes, alterations or additions to the floor plan.

Passes and Tickets   

Exhibitors are required to give the name of each representative present at your stand on the day of the event prior to the exhibition. 

Booking Accommodation at Macdonald Drumossie Hotel

ETIOM Events has negotiated discounted rates at the Macdonald Drumossie Hotel for any exhibitors looking to book accommodation at the hotel. To book accommodation, please contact the reservations team directly on Inverness 01463 236451 on Monday - Friday 9am to 5pm.

The rates are as follows:- £110 bed and breakfast. (please quote the Scottish Self-Build and Renovation 2020 event).

We hope this information helps you plan in the run up to the event, but should you have any questions, please feel free to GET IN TOUCH!

Precautions regarding Coronavirus (COVID-19)

Please note that both the Venue and the Event Organiser are taking all sensible precautions to mitigate any transmittal effects of the Coronavirus. These steps include visible signage at the entrance and availability of hand sanitisers, tissues and bins at the Event Reception. In addition to this, the Venue toilets will be checked regularly to ensure plenty availability of additional hand sanitising equipment. We ask all exhibitors to contribute towards these efforts by having available at their stands additional sanitising materials. We also ask that all exhibitors take a sensible view on greeting visitors to their stands, perhaps opting for alternatives to a hand shake for example. We advise all exhibitors to make themselves familiar with good sensible precautions at this LINK.

If you believe that any visitor or fellow exhibitor may be exhibiting signs of coronavirus, please make the Event Organiser or a member of the Venue staff aware of this. The symptoms of coronavirus are:

  • a cough
  • a high temperature
  • shortness of breath

Please remember that these symptoms do not necessarily mean that any person has the illness. So common sense (and sensitivity) must be applied when alerting anyone to this. 

So here are some basic Do's and Don'ts ...

The Do's

  • wash your hands with soap and water often during the days of the event. Do this for at least 20 seconds

  • always wash your hands before you stop for a break or something to eat

  • use hand sanitiser gel if soap and water are not available

  • cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or sneeze

  • put used tissues in the bin straight away and wash your hands afterwards

  • try to avoid close contact with people who are unwell

The Dont's

  • do not touch your eyes, nose or mouth if your hands are not clean

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