Exhibitor Handbook

1.1 Exhibition Open Times

Visitor opening Hours:

• Tuesday 7th January: 9am – 6pm
• Wednesday 8th January: 9am – 6pm
• Thursday 9th January: 9am – 4pm

Power will terminate each night fifteen minutes after the show closes unless a 24hr supply has been specifically requested from the electrical contractors FULL CIRCLE.

1.2 Build Up / Break Down Times & Traffic Access

Build Up

• Sunday 5th January: 8am – 8pm – Space only exhibitors and contractors
• Monday 6th January: 8am – 10pm – Space only exhibitors and contractors
• Monday 6th January: 10am – 10pm – Octonorm shell scheme exhibitors
• Monday 6th January: 12pm – 10pm – Trad shell scheme exhibitors

Please note that during build up hours, traffic access to the exhibition halls will be limited. Please refer to the Traffic Access section for the access timetable.
All stands must be completed and excess products and packaging materials removed no later than 10pm on Monday 6th January – failure to do so may result in the removal of the relevant exhibits.
Initial power connections to stands are made as soon as possible – however, space only exhibitors / contractors are advised to order a temporary power supply from FULL CIRCLE for actual construction of stands if required.
Contractors must cease work at 10pm on Monday 6th January – it is therefore essential that all exhibitors arrive on-site before this time to inspect their stands and to ensure that all orders have been completed.

Break Down

• Thursday 9th January 4pm – 5pm Removal of samples (exhibitors)
• Thursday 9th January 5pm – 11.59pm – Dismantle of stands

Shell Scheme Exhibitors must remove ALL items from stands by 6.30pm on Thursday 9th January.

No exhibits may be removed before the exhibition closes on Thursday afternoon nor will any contractors be allowed into the halls until 5pm on Thursday 9th January when all visitors are clear of the halls and removal of samples has taken place.
Space only exhibitors are advised that all material, packaging and waste must be removed from the halls and stand dismantling completed by 11.59pm on Thursday 9th January. Failure to do so may result in a penalty.
Insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors.

Traffic Access

Sunday 5th January
On Sunday, only exhibitors and their contractors who have booked Space Only stands will be permitted on site.
Vehicles will only be allowed into the halls from 8am – 11am. All vehicles must be removed from the halls by 11am and NO vehicles will be permitted into the halls after this time.
Exhibitors & Contractors are requested to report to the gatehouse on Gate B at the rear of the building in front of the International Hotel (postcode TF3 4JH and follow the directions of security personnel.

Please note Sunday 5th January is for Space Only exhibitors and their contractors, and for FULL CIRCLE to build their shell scheme stands.  Shell Scheme exhibitors will NOT be allowed on site.

Monday 6th January
All Shell Scheme stands will be completed and ready for exhibitors to dress their stands from 8.00am on Monday morning.

Octonorm Shell Scheme exhibitors gain access from 10am.

Trad Shell Scheme exhibitors from 12 noon.
No vehicles will be permitted to enter the halls on Monday 6th January.

Electrical work may not be completed by this time, but you will have access to dress the stand.

Hi-vis vests or similar are mandatory attire for all staff, contractors, exhibitors during the build and dismantle periods.

To ensure the exhibition is aesthetically pleasing, please select equipment used to transport goods into the hall carefully to avoid damage to the flooring and stand fittings.

1.3 Badges & Passes

Contractors Badges

Will not be required.

Exhibitor Badges

Badges should be ordered for all stand personnel and will be required to access the show during open days. Non transferable passes will be supplied to Exhibitors, admitting bona fide stand staff and employees to the exhibition. Exhibitors badges will not be accepted for exhibitor suppliers and they will have to apply for a visitor badge. Badges should be ordered in the name of the stand to match the floor plan and stand signage (Please note that if the exhibitor is a distributor they should put the stand name followed by the brand name for brand representatives)  Badges WILL NOT be sent by post but are to be collected from the registration desk at the Exhibition Centre Liverpool from 2pm on Monday 6th January.

To order, please complete Exhibitor Badges Form.

General Information

For safety reasons, no children under 16 are permitted into the halls during build-up or breakdown.
Please ensure there is someone on your stand to accept all deliveries – the organisers cannot take responsibility for signing consignment notes. In addition, although security is in operation, you are advised to have a member of staff in attendance both on your stand and at your vehicle.
Please make note that should you order stand fittings, electrics or furniture on the morning of Sunday 5th January, every effort will be made to meet your request, however, these services cannot be guaranteed to be delivered to your stand before the halls close on Thursday 9th January.
For Health and Safety reasons and to aid the access of other exhibitors, please keep aisles clear of all stand fitting materials and exhibits during build-up and breakdown. Emergency aisles and exits MUST be kept clear at all times. Anything left in the aisles will be deemed rubbish and removed by the cleaners.

2.1 Show Contact details

If different to the person stated on the booking form, please advise the organisers with the contact details of a member of your team who is responsible for your stand at the show, including their mobile phone number.

2.2 Carpeting / Tape

There is no carpeting within the Halls of the exhibition centre.  Should you wish to have carpet in your stand please book through the official show contractors Event Specialists. 

2.3 Risk Assessment

Please see Health & Safety section – please note the risk assessment form is compulsory for Space Only exhibitors. Risk Assessment Form

3.1 Canvassing

Exhibitors may only conduct business and distribute literature from their own stands – under no circumstances may activities spill into aisles – this includes the use of roaming characters. If unwelcome visitors trying to sell their products approach you on your stand, please take a business card and inform the event organisers so that appropriate action can be taken.

3.2 Demonstrations

Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls sited beyond public reach. The organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
Noise levels must be kept below 80 decibels and not cause annoyance to neighbouring exhibitors and / or the public. In the case of dispute, the organiser’s decision is always final.

3.3 Entertainment

Exhibitors will be allowed to entertain on their stands after the show closes until 8.00pm on Tuesday 18th 2024. However, this will only be permitted upon receipt of the Entertainment Form and with prior written authorisation from the organisers.
Regulations to comply with when wishing to entertain on stands after official show hours:

• All requests must be made and confirmed in writing to the organisers.
• No entertaining may continue after 8.00pm.
• No guests are allowed to enter the show halls after the official closing time and only once all visitors are clear of the halls.
• Please note that, although you have requested this extension, public address system announcements will be made in order to close the exhibition.
• Guests are only permitted onto your stand.
• Hall lights and power to your stand will be turned off 15 minutes after the halls close at 6.00pm unless you have independently booked a 24 hour electrical supply for your stand from Event Specialists.
• A deposit of £100.00 must be sent to the organisers in case of excessive cleaning on your stand.
• Please note that guests on your stand are your responsibility and you should ensure that they do not stray on to any other stand within the exhibition.
• Catering – all orders can be placed directly with Sodexo catering using the link here. You will need to register, log in, scroll down to the event and select catering.
• All arrangements made by yourselves for the above must be in accordance with approval from the organisers and must be confirmed in writing.

4.1 Health & Safety

As an exhibitor, it is your legal and moral responsibility as far as is reasonably practicable to ensure the health and safety welfare of everyone sharing your work site at the exhibition. The Health and Safety section of this manual includes key recommendations made under the Health and Safety at Work etc Act 1974 and outlines your responsibilities as an exhibitor. Please read it carefully and then:

• Complete the Health and Safety Form before the specified deadline.
• Produce a Risk Assessment (if required) covering your participation at the exhibition before the specified deadline.
• Space only exhibitors building complex stand structures above 4 metres high should also produce a Method Statement, which should be submitted together with their stand design drawings before the specified deadline.

4.2 Catering

Any stand providing refreshments to exhibition visitors must comply with the provision of the Food Hygiene Regulations 1990.  All food requests will need to go through Sodexo who are the catering partner at the Exhibition Centre.  Exhibitors are not allowed to bring their own catering.

4.3 Aisles and Gangways

For Health and Safety reasons, and to aid the access of visitors, please keep aisles and gangways clear. Emergency gangways MUST be kept clear at all times. Anything left in the gangways will be deemed as rubbish by the cleaners and removed.

5.1 Security Advice

• Speak to the organisers’ security company for advice if you have specific concerns.
• Find out if they operate a lockable store for valuable items, such as computer equipment overnight. If they do not, make your own arrangements for safe storage.
• Plan your arrival and departure from the venue during build up and breakdown.
• Ensure that there are at least two representatives setting up and dismantling your stand, so that the stand is never left unattended during these vulnerable periods. Plan to remove all products and portable items from your stand on the first evening of breakdown.
• Book sufficient staff for your stand during the show. This ensures it is always staffed. Do not ask a neighbouring exhibitor to watch over your stand while you go for a break – they may become busy and not be able to keep an eye on your stand.
• Place a lockable cabinet on your stand. Lock away briefcases, mobile phones, handbags, laptops etc during the day even when you are on your stand. If you get busy, you may not notice someone taking them.
• Please also check all lockable units on your stand before leaving them at night. Remember that most hired cabinets have common locks and should not be regarded as secure.
• Do not position desirable items at the front of your stand. You may not always be able to keep an eye on them and they may be easily removed.
• Book a night security guard or hire an alarm or nightsheet. The organisers can provide details of where such items can be hired.
• If there are high value items on your stand, take them away each evening if at all possible.
• If you employ a guard, please ensure you inform the organiser’s office.
• Avoid leaving your stand each evening before visitors are clear of the show.
• Likewise, ensure your stand is fully manned by the show opening – remember however, the halls are open each morning from 8am for all exhibitors and their maintenance staff.
• Report anything of a suspicious nature to the organisers or security. Leads can be followed up to avoid incidents of theft.

6.1 Electrical Regulations – Summary

7.1 Waste Management guide/regulations

Please ensure you maintain good housekeeping at all times and dispose of waste in an appropriate manner. All waste must be removed from the hall at the end of the exhibition. Emergency gangways must be kept clear to allow cleaning and emergency access/egress at all times.

If any waste is left by an exhibitor after breakdown the venue will be charging them for its removal.

7.2 Water and Waste

Should you require water and waste removal for your stand, this can be ordered using the form here.