INCLUDES ONLINE FORM Please Complete by: Tues 21st May
Exhibitor Welcome Pack - ACTION REQUIRED 19th June 2019, Ashton Gate Stadium
*Important Information Enclosed. Please read and return ASAP
Welcome
You are now officially part of the biggest free B2B expo and networking event in the South West of England.
This is what we refer to as an ‘event-critical’ document.
We want your event to be safe , smooth and successful . A winner! We need to ask now about risks, your insurance & more (especially company name for the brochure!). To help us make it another superb show, this ‘must read’ document should be reviewed please at your earliest convenience and the signed document (link on last page) completed online promptly by the primary contact for your company.
Please Complete Online by: Tues 21st May
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Contents
PLEASE NOTE
1. Prepare Your Stand Space Early p 5 Practical Information, Building Your Stand 2. Promotional Opportunities p 11 Adverts, Breakfast Networking 3. Event Information p 14 Set up, Timings, Parking 4. Tickets and Promotion p 17 Exhibitor Passes, Delegate Tickets, Marketing Tool Box 5. Exhibitor Documents and Forms to be Read and Returned ASAP p 20 Exhibitor Rules, Risk Assessment, Insurance etc. Please Note: The deadline for this is Tues 21st May
IMPORTANT CHANGES FOR 2019
PARKING AT STADIUM - £25 ex vat
Car parking is available to exhibitors for £25 at the stadium. This is currently not available to 1m x 2m (mini) stand holders and remains limited to just 1 vehicle per exhibiting company. This must be paid for in advance via the online form at the end of this document.
STAND ELECTRICITY - £30 ex vat
Electricity is available to exhibitors for £30 per stand. This must be paid for in advance via the online form at the end of this document. It cannot be ordered on the set-up or day of the event. Our absolute deadline is Tuesday 21st May for all electricity orders.
Photography by @JonCraig_Photos
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Welcome
We are Always Promoting & Improving:
• Attracting even more delegates: a huge media partnership with Reach Solutions plc • A fleet of free-to-ride First Bus shuttles (from varied locations including Bristol City Centre and Temple Meads Station) • More stands than ever before: we now have over 250 spaces available • Keynotes and Workshops: centrally located in the venue with a range of great names such as Google • A large, free official Delegate car park available close to the venue with frequent shuttles from First Bus
You’ll see 6 week’s worth of pre-event, full- page stories about BSSW in The Bristol Post, Western Daily Press, Bath Chronicle and Gloucester Echo etc
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PREPARE YOUR STAND SPACE EARLY
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The Practicalities: Part 1 Each stand space has THE OPTION to have electricity (1- Plug Socket) and there will be free WiFi throughout the Stadium. There is an option to order electric / hire furniture in our booking form (as well as get insurance cover). Your stand will be either against a wall or back-to-back with another exhibition stand. Your stand should be free- standing as fixing to the walls is prohibited . 1m wide x 2m – Mini Stand i.e. 1m (for delegates to walk past) x 2m (to stand within) 3m wide x 2m – Single Stand i.e. 3m (for delegates to walk past) x 2m (to stand within) 6m wide x 2m – Double Stand i.e. 6m (for delegates to walk past) x 2m (to stand within) This is your unique exhibition space. You may choose to implement exciting and wonderful methods to engage delegates with your business and stand out from the crowd.
Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.
*Please note: the ‘pop up’ stand is for illustrative purposes and is not included in your stand space. The furniture is optional
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The Practicalities: Part 2
Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.
We want you to do brilliantly - YOUR success is OUR success
Your Stand’s Backdrop is ‘Event-Critical’ If you do not have your own backdrop to your stand space, those visiting your company stand will most likely be viewing the electrical cabling, the back of another company’s stand or a blank white wall. Be certain to plan your backdrop today as these first impressions count! - 1 metre wide Pull Ups (roller banners) which you can position together as can be seen in the top right image - A Pop Up which is a curved frame transported in a wheeled case which has a multifunction use as a table for the stand, which can be seen in the lower right image If you are stuck for ideas then just drop us an email and we’ll make some helpful suggestions. Your two best options are:
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The Practicalities: Part 3
Furniture You Can Hire From Us
Poseur Table - 600mm topped aluminium Poseur Table. Height - 1050mm - £30 Linen for Poseur Table- £12 Stool for Poseur Table - 600mm topped aluminium Poseur Table.Height - 1050mm - £13
Trestle Table - 4’ x 2’ / 122cm x 61cm Height; 76cm / 30 inches £30 Linen for Trestle Table - £12
Chair for Trestle Table- £10
Prices are ex vat. Items are ordered via your online form.
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Creating Your Stand
There are many great businesses that can help make your exhibition space look spectacular, some of whom are valued exhibitors of ours. Below are partners and businesses who we work closely with and highly recommend.
Display and Graphics Our Graphics Partner, N3, will be delighted to give you quotes and talk through options for creating your stand. Make sure you mention to Nigel and his team that you are a Business Showcase Exhibitor to receive 20% discount off normal rates, free 1st hour artwork/design and free deliver-to-stand at BSSW and assistance in installation.
Online Making the most of your web presence is a challenge. But it’s vital if you want your customers to find you online quickly and accurately. Our FREE no-obligation online health check gives you quick and easy access to a detailed report about your online profile including website compatibility, social media presence, and search ranking. Find out how your site is performing and, recommend improvements to increase page speed, search engine visibility, security and more. Visit HERE .
Audio Visual Production People are proud to be the official AV Partner for Business Showcase South West. Their offer will be free delivery/collection and 20% discount off any hire booked in advance of the event.
Printing Doveton Press is our official printing partner. They have a special offer for Exhibitors for this Business Showcase: great for your stand or whatever your printing needs. Please click HERE to see their special printing offers for this event.
You’ll need to quote ‘Business Showcase’ to get the discount.
0117 965 5566 n3display.co.uk
0333 121 5123 productionpeople.org
0117 966 0788 dovetonpress.co.uk
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4pm-4.45pm
Exhibitor Drinks/ VIP Event
For the fifth time, we will be holding a special Exhibitor/ VIP drinks event from 4pm until 4.45pm. We invite you to join us in the VIP Lounge above The Sports Bar for relaxed networking amongst a very special group of individuals – you, the exhibitors! Please Note: those who’ve booked a Mini Stand will need to order an Entry Pass beforehand for themselves/their team. Please click here or see the order form online at the end of this document. The Award for Best Expo Stand is also announced and presented here.
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PROMOTIONAL OPPORTUNITIES
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Advert This brochure is seen as the ‘go-to’ resource for delegates at the event. It’s a great way to gain extra exposure. There may still be advert space available. For 2019, a very limited number of full-page adverts will appear in our printed brochures which are given out to every delegate who attends and is also sent via email to thousands of our subscribers online . Brochures are given out at registration on arrival as well as at our key Shuttle Bus Stops/Car Parks. £369 EX VAT
Full Page Ad (** landscape orientation **) (PORTRAIT: Height 135mm, Width 195 mm) £369.00
Please submit all artwork in PDF or JPG format at 300 DPI at the exact size, with no bleed or crop marks. Please don’t add your stand number in the artwork: we do this for you.
Exhibitor Drinks
Please submit to support@showcaseeventsuk.com
N.B FINAL DEADLINE FOR JUNE’S EVENT: 20th May 2019
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Breakfast Networking This hugely popular event is in association with Western Union and welcomes up to 80. It is a great way to start the day as you mean to go on; networking with like-minded individuals (and with a hearty breakfast to fuel you for the day ahead). This June’s breakfast event is taking place in the VIP Lounge above The Sports Bar at The Stadium.
It is a guaranteed sell out.
To find out more regarding timings, prices and to book your place now, please click below or select the option in the Exhibitor Booking Form (in this document):
https://june-showcase-breakfast.eventbrite.co.uk
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Photos of BSSW Breakfast Networking by The Post
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EVENT INFORMATION AND LOGISTICS
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Event Information and Logistics 1
Venue Ashton Gate Stadium, Ashton Road, Bristol, BS3 2EJ
Tuesday 18th June: Set-Up Day
• We strongly encourage exhibitors (especially those with larger stands) to set up the day before the event • You can enter the venue only between 14:15–19:00. There is no access allowed before 14:15 • Exhibitors can park temporarily to unload close to the venue entrance (via Winterstoke Road) • The venue is locked overnight but there is no security guard on the night of 18th June so please remove any valuable items from your stand Wednesday 19th June: Event Day • Entry from 08:00. Exhibitor Hosts will be on hand to help you find your stand location and guide you to the check- in desk for your red lanyards • ALL exhibitors MUST have finished setting up their stand by 09:30 • Please ensure all packaging materials are removed from your stand area and loaded back into vehicles as there is no storage available at the venue • Cafes will be open for exhibitors to enjoy breakfast and refreshments before doors open to the public at 10:00 • If you are attending our breakfast networking event (pre-bookable) please ensure your stand is set up beforehand
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Event Information and Logistics 2
Wednesday 19th June: Event Day Parking at The Stadium is by PRE-PAYMENT ONLY
• Only exhibitors with 6 x 2m & 3 x 2m stands are able to pre-book a parking space for one vehicle at Ashton Gate Stadium for £25 ex vat. Please bring ID with you on the day • You can pre-order your parking space via the online form at the end of this pack • For all other exhibitors, free car parking is available at BSSW’s dedicated car park at Church Lodge @ Ashton Court. Frequent shuttle buses will take you straight to the stadium.
Showcase Official Car Park • Free Showcase official carpark at Ashton Court (Church Lodge entrance). Church Lodge has our dedicated, frequent shuttles to the stadium. See our 4-page Travel Guide online now on our website.
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TICKETS AND PROMOTION
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Tickets and Promotion
Remember – it’s a win/ win for all when you help promote BSSW!
Exhibitor Pass Please register every member of staff who will be working on your stand at the event as an ‘exhibitor’. This will mean they get the appropriate ‘exhibitor’ lanyard and have access to all areas. Book you and your colleagues today :
https://exhibitor-june19.eventbrite.co.uk
Delegate Tickets Please encourage colleagues and contacts to attend the exhibition for free as a delegate. Registration is quick and easy online, this will mean fast track entry and registration at the event:
https://delegate-june.eventbrite.co.uk
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https://www.linkedin.com/ groups/6518878
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DOCUMENTS AND FORMS TO BE READ AND RETURNED Deadline: Tues 21st May
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Form To Complete Please click the button below to confirm your company name for the print brochure, complete your risk assessment, order electricity/furniture and confirm insurance etc. ASAP. Should you have any questions, or to discuss any of our promotional opportunities, please get in touch with Claire.
Claire Pymm Exhibitor Experience Manager support@showcaseeventsuk.com
Click here to complete your paperwork!
Look out for the ‘confirmation email: you must click the link!
Please Complete Online by: Tues 21st May
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