Welcome to Tip-Ex 2008

Exhibitor Manual - download document

> Introduction
> General information
> Accidents and Emergencies
> Accommodation and eating     out
> Admission
> Advertising and publicity
> Allocation of space
> Build up
> Breakdown
> Catering
> Distribution of literature and     other material
> Health and Safety
> Identification and     marshalling of exhibits
> Insurance and damage
> Interpretation and     consultation
> Opening times
> Press facilities
> Qualifying exhibits
> Show guide
> Stand fitting and other     regulations
> Website

Appendices
> Terms and conditions
> Site plans
> Health and Safety Declaration
> Example risk assessment
> Contacts
> Show guide advertising rates
> Gala dinner
> Forms

Introduction

Thank you for booking space at Tip-Ex08, the only UK exhibition devoted solely to the tipper industry, which this year is in partnership with Commercial Motor Magazine.
We want you to maximise your sales potential with your target audience at this unique event while at the same time having a thoroughly enjoyable stay in the beautiful spa town of Harrogate.
To help you achieve these aims we have put together this easy to use, A to Z exhibitor manual which we believe will answer all your questions and queries.
Please take time to read it and familiarise yourself with the contents and fill in and return all relevant forms by the due dates.
However if there is anything you are unsure about or you need further clarification please don’t hesitate to contact us on 01362 654846 or by emailing info@gandtevents.com.
We look forward to welcoming you to Tip-Ex08 and sincerely hope you have an enjoyable and profitable show.

General information

Definitions
a “The Exhibition” means Tip-Ex08.
b “The Organisers” means G&T Events Limited or any employees or agents of that company.
c “Exhibitor” includes all employees or agents of the exhibitor.
d “The premises” means the exhibition areas in Harrogate and includes the Harrogate International Centre, the Majestic Hotel lawns and the Majestic Hotel car park and terrace.
e “The Organisers’ Contractors” means Joe Manby Ltd

Accidents and Emergencies
All accidents involving personal injury, no matter how minor, must be reported to the Organisers’ office immediately, either in person or by telephoning.
Similarly in the event of fire or a bomb threat or other emergency the organiser’s office must be informed at once. Security and First Aid personnel will be on site during build up, the show itself and during breakdown.

Accommodation and eating out
Harrogate has a wealth of superb accommodation available, ranging from first class hotels through to reasonably priced B&Bs. The Tip-Ex08 Organisers have arranged special discounts at a number of these. For full details please refer to the list at the back of this manual. There are many fine restaurants, wine bars and pubs catering for a wide range of tastes and pockets. Again a number of those offering discounts to Tip-Ex08 exhibitors and visitors are shown at the back of this manual.
Details of both accommodation and places to eat and drink can also be accessed via the Tip-Ex08 website: www.tip-ex08.com.

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Admission
All Exhibitors will be issued with sufficient named exhibitor passes. Exhibitors will be required to forward names of stand personnel needing passes prior to the event.
Admission for the public is by ticket only priced at £5 and discounted tickets at £4 are available in advance by contacting G&T Events Ltd on 01362 654846 or e-mail info@gandtevents.com.
Exhibitors may purchase advance tickets on a sale or return basis.
The Organisers reserve the right to refuse entrance to any person without giving a specific reason or explanation.

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Advertising & publicity
Tip-Ex08 is being widely advertised in the commercial vehicle, construction, agricultural and wastes management trade press and other media. In addition a series of press releases will be sent to all relevant media in the run up to the exhibition. Commercial Motor will be running a series of editorial features in advance of the show.
G&T Events Limited will send a mail shot to potential visitors with full details of Tip-Ex 08 prior to the event.

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Allocation of space
An allocation of space to an Exhibitor shall not be deemed to confer on such Exhibitor any further or greater interest in such space than that of a Licensee.
The allocation made to any Exhibitor may be annulled if the Exhibitor fails to make final payment no later than February 1st 2008. In the case of such an annulment the reserved space will be dealt with at the discretion of the Organisers and the Exhibitor’s deposit will be forfeited. If an Exhibitor requests an annulment of allocation after February 1st 2008, all monies paid will be forfeit, unless the Organisers decide otherwise, and the space re-allocated if possible at the Organisers’ discretion.
Should it be necessary to revise the layout of the exhibition for any reason, the Organisers reserve the right to transfer an exhibitor to an alternative site. In the unlikely event that this is necessary, the Organisers will work with the Exhibitor to ensure the new site is as suitable as possible.

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Build up
All stands with their exhibits must be completed by 8pm on Thursday 22nd May 2008. Although some congestion and blocking of aisles is inevitable and unavoidable during build up, Exhibitors are expected to try to keep this to a minimum. Once an exhibit or the stand material has been delivered the delivery vehicle must be removed immediately. Exhibitors using an outside contractor other than Joe Manby Ltd should make them aware of this prior to the build up days.
Exhibitors must remove all packaging and packing material plus any other waste or rubbish at the end of each build up day and dispose of it in an environmentally sound way.
Vehicular exhibits in Halls A, B, C and M and on the Majestic lawns, terrace and car park will be allocated definitive arrival times/set up times and muster points on May 21st or 22nd. Similarly, exhibits requiring vehicular transportation into any of the Halls or outside areas will be allocated definitive slots which must be adhered to.
Vehicles will be marshalled by the Organisers at the Dragon Road cark park prior to despatch to their respective exhibition areas.
Under no circumstances will vehicles go direct to the exhibition site.
All drivers, including contract and delivery, must remain with their vehicles during assembly and build up.
These instructions must be adhered to. Failure to do so will almost certainly result in the exhibit being excluded from the exhibition without compensation or refund of any kind.

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Breakdown
Exhibits must not be removed nor displays dismantled, either partially or totally, before 4.30pm on Sunday 25th May 2008. All exhibits and display material must be removed as soon as possible after this time and in any case by 12noon on Monday 26th May 2008.
During breakdown, vehicles will be marshalled by the Organisers at the Dragon Road cark park prior to despatch to their respective exhibition areas and must not go direct to the exhibition site.
Each Exhibitor is responsible for leaving their space as clean, clear and tidy as they find it. Failure to do so by the stated deadline may incur charges for clearance, reparation and storage.
It is essential that exhibitors give full instructions to collecting drivers so that they know where to report and are able to identify the exhibit they have come to collect. Vehicles and equipment not collected will be removed to the Dragon Road car park and the Organisers accept no liability for loss or damage howsoever caused.

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Catering
All food and beverages consumed in any part of the exhibition area must be obtained through the Harrogate International Centre, or the Majestic Hotel, which hold the exclusive franchise. There are bars located within the Halls.

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Distribution of literature and other material
Papers, brochures advertisements and other promotional material may only be distributed from Exhibitors’ own stands. Such literature must relate to the goods or services that are on display, or are eligible to be displayed, by the individual Exhibitor and must bear the name of the company exhibiting.
All press material should be delivered to the Tip-Ex08 office, situated on the left near the entrance in Hall A.

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Health & Safety
The Organisers of Tip-Ex08 are fully committed to ensuring that all relevant Health & Safety Regulations are applied and adhered to during the Tip-Ex08 exhibition. The Management of Health & Safety at Work Regulations 1999 requires all those involved in the exhibition work in unison and to co-operate and co-ordinate their activities to minimise the risks.
It is therefore a condition of entry to the show that all Exhibitors, their staff, suppliers, agents, contractors and subcontractors comply fully with the 1974 Health & Safety at Work Act and all other legislation appertaining to the exhibition site.
It is also essential that Exhibitors accept that it is their moral and legal responsibility to ensure that neither their own health and safety nor that of others is put at risk by their actions or lack of action throughout the whole duration of the show.
To ensure compliance we have included a health and safety declaration at the back of this manual which must be completed and signed by a responsible person. All Exhibitors must also complete their own risk assessment form and an example is also included. It must be stressed that this is just a guide – the actual form, which must also be signed – must relate to your own specific operation. Both forms must be returned to the Organisers by Friday April 11th 2008 at the very latest.
All vehicle bodies shown in the “tipped” position must be properly lifted secured and lowered.
Safety collars must be fitted if and when the vehicle or trailer is in the “tipped” position and must not be removed under any circumstances before closing time on the last day of the exhibition.
Petrol fuelled exhibits are not permitted in the Halls.
Gangways must at all times be kept clear of any obstructions and any floor covering secured properly.
Any protruding or potentially hazardous part of an exhibit must be clearly marked to ensure no injury or damage can be caused to any person.
Any signs displayed must not obscure any Exit or directional signs which form part of the exhibition site.
All Batteries must be disconnected.

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Identification and marshalling of exhibits
Vehicles and other exhibits arriving at the marshalling area must display the identifying number of the Exhibitor’s exhibition area in the windscreen of the vehicle and must adhere strictly to such instructions as may be given by the Organisers.
A spare set of keys, suitably marked for identification, for vehicles and auxiliary engines and equipment must be deposited with the exhibition office staff immediately on arrival and must remain available to the Organisers throughout the whole period of the exhibition.

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Insurance and damage
The Organisers disclaim any liability for any loss suffered by Exhibitors as a result of the Exhibition being postponed, cancelled or failing to remain open for its advertised duration. Although the Organiser will take such precautions as they may consider advisable for the protection of all articles exhibited, for personal effects and other items, they will not at any time be responsible for any loss or damage caused by, or due to, negligence of its employees or agents.
Every participating Exhibitor hereby accepts liability for all acts of himself,
his servants, contractors, agents and visitors and undertakes to indemnify the Organisers and keep them indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever which may be taken or made against the Organisers.
Notwithstanding the indemnity hereby given, the Exhibitor undertakes to arrange appropriate third party liability insurance for a minimum sum of £10,000,000.
It is the Exhibitor’s responsibility to effect insurance on his own, his employees and his agents’ property and exhibits. G&T Events do not accept any responsibility for damage to stands or loss of any property or vehicles on any stand or anywhere else in the exhibition or in the course of its delivery or removal there from whatever cause whatsoever.

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Interpretation and consultation
Any questions arising from interpretation or implementation with regard to the rules and regulations contained in this manual and the terms and conditions shall be referred to the Organisers whose decision shall be final and binding. Any other question relating to Tip-Ex07, other than those to which specific reference is made in this manual, shall likewise be referred to the Organisers whose decision shall be final and binding.
Each Exhibitor must nominate a representative who must be available for such consultation as may be necessary from time to time throughout the whole period of the exhibition.
The Exhibitor should indicate that person’s position within the company and supply the Organisers with a contact mobile phone number.

Opening times
Tip-Ex08 will be open from 9.00am to 5.30pm on Friday May 23rd 2008, 9.00am to 5.30pm on Saturday May 24th 2008 and 9.00am to 4.00pm on Sunday May 25th 2008.

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Press facilities
There will be a Press Office located next to the Organisers’ Office on the left of the main entrance to Hall A, where Press releases and other related material may be displayed.

Qualifying Exhibits

All vehicles and trailers must be relevant to bulk transport, tipping or hydraulically operated discharge operations and may include, for example, ejector systems, skip loaders, “walking floors” and other similar systems.
Ancillary equipment, goods and services must also be relevant to the bulk transport, tipping and allied industries.
Vehicles and trailers shall not be exhibited in a loaded condition.
The Organisers reserve the right to remove from the exhibition any exhibit or display material which contravenes these rules and to re-let the space at their discretion.
All Exhibitors their employees or contractors must, at their own expense if called upon, carry out any instructions given by the Organiser regarding their display.
All exhibits must comply with current EC legislation and carry the relevant CE marking.

Show guide
Entrance to Tip-Ex08 is by ticket only, priced at £5 on the door. However tickets are available for visitors in advance from the Organisers at the discounted price of £4. Show guides will be issued at the door. Exhibitors may also purchase tickets in advance, at the special discount price, on a sale or return basis.
Each exhibitor is entitled to a free 200 word entry, along with their logo and contact details. Hi-resolution images may also be submitted but will be used at the discretion of the show guide editor.
Show guide entries should be submitted to:

Andrew Brown
Group Projects Editor
Road Transport Group
RBI, Quadrant House
The Quadrant
Sutton
Surrey
SM2 5AS

or e-mail andrew.brown@rbi.co.uk, telephone: 0208 652 3448.
Deadline for entries is March 21st 2008, but late entries may not be included and the company name telephone number only listed.
Exhibitors will naturally be given priority with regard to advertising in the show guide, but to be fair to all, each company or group of companies will be restricted to one ‘premium’ position only.
Bookings will be taken on a first come, first served basis with phone lines open for exhibitors only from 9am on January 10th 2008.
Non exhibitors will also be invited to advertise but will be given a later booking date.
The contact for advertising is David Smith, Sales Manager, who can be reached on 0208 652 3686, at the above address or by e-mailing david.john.smith@rbi.co.uk.
Advertising rates are shown in the appendices to this manual.

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Stand fitting and other regulations
All Exhibitors must comply with the stand fitting and exhibit regulations and restrictions as defined below. Exhibitors are permitted to fix modular walling systems provided that these are within the stand allocated to the Exhibitor. Should stand fitting work be undertaken by contractors other than the Organisers’ official Contractors it is essential that they are fully conversant with these rules and regulations and that they fully comply with the Local Authority regulations governing the construction of exhibition stands in Harrogate.
If an Exhibitor or contractor is in any doubt regarding Local Authority regulations they should contact the Organisers’ Contractors (contact details are shown at the back of this manual) for clarification. All contractors and their operations must be included in the Health and Safety Declaration which must be submitted by each Exhibitor. (See example at the back of this manual).

Fencing or barriers may be placed on the front & side boundaries of each bay in all Halls but must not be more than 1 metre high.
Open lattice type pillars i.e. Tri-Lite, Tri-Mesh, Tri-Scan may be used to carry lighting rigs provided that:
the foremost pillars are at least 1 metre back from the gangway.
not more than 4 pillars in total are erected.
the pillars allow not less than 50% through vision. This does not alter in any way the provisions contained in e & f below.
No floor covering other than carpet or carpet tiles may be used without the prior written permission of the Organisers.
Stand furniture can be ordered by contacting Joe Manby Limited.
Signs, banners or other structures or exhibits must be erected in a manner which fully meets Health and Safety requirements and must be contained within the allocated stand area.
Under no circumstances must any exhibit or stand fitting project into or over any gangway or cause any obstruction to other exhibitors. The flying of gas or air filled balloons is prohibited.
No nails, screws, pins, adhesives, wires, ropes or other fixing devices of any kind may be affixed to, or suspended from, any part of the Hall structure. Photographs, posters, signs and any other visual material must be confined to the Exhibitor’s own area.
Video, audio equipment and exhibits or other devices which emit sound may be used but must be operated and controlled so that they do not cause disruption or annoyance to other Exhibitors or to visitors. The Organisers reserve the right to prohibit any unsuitable display feature, sales aid or demonstration which in their opinion impinges on other exhibitors.
It is the responsibility of all exhibitors in all Halls to protect the floor surfaces from damage.
Inflammable materials or substances and noxious substances are strictly banned from the Exhibition Halls (see Health & Safety section).
All vehicle batteries must be disconnected or isolation switches used before the exhibition opens.
The shell schemes in Hall C consists of white 2.5 metre (approx) high walls, red painted fascia, name board, strip lighting and carpeting and will be erected by the official stand contractors.
Unless specifically instructed by the Halls Manager, Exhibitors and/or their stand contractors may not commence stand building in any exhibition areas until the vehicles have been correctly positioned in the allocated area.
Exhibitors are solely and totally responsible for the clearance of their own stands within the period designated as breakdown days. Failure to complete clearance within the specified time may incur a financial penalty.
In order to ensure the smooth running of the exhibition, Exhibitors and their contractors must adhere to the instructions given by the Organisers for the delivery and removal of exhibits including explicit instructions to delivery drivers not to leave their vehicles unattended at the Dragon Road car park.

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Website
Tip-Ex08 has its own dedicated website, www.tip-ex08.com. Links from this can be arranged to participating Exhibitors’ websites.
G&T Events is also setting up a “Tipper News” section on the Tip-Ex website for exhibitors to post brief details of their latest press releases with links to their own websites and to the RBI site, www.roadtransport.com.

Please contact G&T Events Limited on 01362 654846 or email info@gandtevents.com for more details.

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For today's news visit www.roadtransport.com