Special hotel packages have been negotiated with Event Express to help keep down your costs – it is better to book as soon as possible as these hotels do get busy.

Advertising

There are plenty of advertising opportunities available in the A Place in the Sun Live Show Guide which is given out free to all visitors at A Place in the Sun Live.

The Show Guide is published for each Live event. Call us to discuss the advertising opportunities available for Birmingham.

To find out more about advertising in either publication, contact Gerry Larkin directly at +44 (0) 20 3207 2920 or email sales@aplaceinthesun.com.

Beware of anyone calling to sell you advertising saying they are from A Place in the Sun if they do not email you from an A Place in the Sun email address.

Sponsorship

There are also a number of exciting sponsorship opportunities available for exhibitors looking to raise their profile within the overseas property market.

Become a Sponsor of A Place in the Sun Live and you will:

• Establish a real point of difference between you and your competitors – with over 100 exhibitors in one venue, sponsorship will help raise your profile and presence above all of your competitors.
• Experience a high-profile presence in front of 1000s of high-value customers – our audience is serious and committed – sponsorship ensures that the visitor sees you before your competitor.
• Increase awareness of your brand and product – if you’re new to the market it’s an opportunity to raise your brand profile and associate your products and services with the Channel 4 and A Place in the Sun brand. If you’re already established in the market, use sponsorship to increase leads and retain and grow your market share.

Opportunities available:

• Show Sponsor
• Main Stage
• Seminar Theatre
• Visitor Bags
• Registration
• Feature Area
• Exhibitor Party

All sponsorship opportunities are bespoke to meet your marketing aims.

To find out more about sponsorship, please contact Gerry at +44 (0) 20 3207 2920 or email sales@aplaceinthesun.com.

A full range of audio-visual equipment can be hired for the event from Exhibition Rental. A list of equipment can be found on the AV Order Form. Please order before 11th September.

Contact: Exhibition Rental

Sound from presentations/demonstrations/music must not exceed a reasonable volume. Audiovisual speakers should face into the stand, away from the gangway and should also not cause any obstruction to the gangway.

If you intend to play music on your stand during the course of the exhibition, you are required by law to obtain music licences. Exhibitors are responsible for obtaining any licence required to play music on their stand. The charges only cover the use of background music on the stand. They do not cover musicians or singers on the exhibition stands or any featured use of recorded music (e.g. fashion shows, demonstrations, disco-type presentations).

Phonographic Performance Ltd (PPL PRS)

PPL PRS administers licensing of sound recordings for most recorded music played in the UK. It issues a licence and levies a tariff on the broadcasting and public performance (which includes exhibition stands) of such recordings on behalf of the record companies.
For PPL PRS Licence contact the licensing authority here.

Balloons and flags protruding above the stands are not permitted at Birmingham NEC without permission from the organisers. Please contact Operations at operations@aplaceinthesun.com if you plan to use either.

Shell Scheme exhibitors must break down and remove all goods by 2000hrs on Sunday 20th September.

Please note that the removal of shell scheme stands will begin at 1615hrs on Sunday 20th September so all stands must be cleared of all exhibits and stand fittings.

If you have a courier company collecting your goods at the end of the show please check their evening operating times before booking this with them to make sure they can collect on Sunday evening. There is no overnight storage facility and the organiser cannot be held responsible for items left in the hall.

If you are sending parcels to your stand and wish to guarantee delivery, we recommend you use the show freight forwarders, Creative Freight, who will ensure the safe arrival of your parcels.

http://www.creativefreight.co.uk/bookings.html

Please label your boxes clearly with your stand number and company name. Some couriers arrive after the breakdown of the stands has started and have problems finding your stand. Please also include your mobile number on this label in case there is a problem.

Space-only exhibitors must break down and remove all goods by 2000hrs on Sunday 20th September. If you are building a space-only stand please contact us for essential information.

Catering information for Birmingham NEC can be found here: https://thenec.co.uk/exhibitors/on-stand-hospitality/menus-info/.

You are free to sample local goods but not alcohol.

Any type of alcohol can only be served if ordered from the venue caterers. Exhibitors are no longer able to sample wine they have brought with them from their countries without discussing this with the caterers as the laws have changed and you now need a licence, please contact Operations.

Children under the age of 16 (including babies and toddlers) are not permitted in the hall at any time during build-up or breakdown.

Stand cleaning is included in the price of your stand, please leave anything you want to be removed in the aisle.

All stands, gangways and public areas will be cleaned and vacuumed outside exhibition open hours. After the show closes each day you can place any rubbish bags or empty boxes for disposal in the aisles.

It is your responsibility to ensure that either you or your contractor removes any materials, rubbish, carpet off-cuts and floor coverings from your stand area and the venue at the end of the show. These must not be dumped or disposed of in the hall or any other part of the venue as you may be charged. This also includes wall graphics, these need to be disposed of by you.

Neither the organiser nor the venue will accept responsibility for items left behind.

The cleaning provided does not include individual exhibits.

The organiser and/or NEC, reserve the right to expel any exhibitor, contractor, stand staff or visitor who fails to conduct themselves reasonably and acceptably. The right is also reserved to stop any nuisance noises or actions or to request the stand or staff concerned to refrain from using any piece of equipment likely to cause offence or annoyance to other stands.

You can employ any contractor of your choice for all areas of your stand except for building the shell scheme and electrics for which the official contractor is Index Group Ltd.

If you are building a space-only stand please contact Operations at operations@aplaceinthesun.com as there is important additional information.

You are free to use any qualified company to design, build or dress your stand though we can recommend Fusion Digital Print or Modex Exhibitions (for stands built including all graphics, furniture, walling, and raised floor: £375 PSM – ALL INCLUSIVE) as a preferred supplier. For something a little more special, please consider Alfa Display.

Shell scheme exhibitors can start delivering exhibits from 1300hrs on Thursday 17th September.

Space-only exhibitors can start building their stands from 0800hrs on Thursday 17th September. If you are building a space-only stand please contact us for further important information.

Please make sure a representative from your company is present to accept deliveries for your stand. We cannot accept responsibility for any goods delivered to an empty stand and many couriers will not deliver goods without a signature.

The NEC now operates the same delivery system as London ExCel, where all vehicles need to be booked in for deliveries, NOT collections on Sunday. This does not include couriers, they can come and deliver at any time. If you are driving a car or van to unload you will need to book your vehicle in. Please make sure your driver knows this. You can book your vehicle in here.  Please note it wont be the same account details as London ExCel:

https://voyagecontrol.com/necbirmingham

When your vehicle is unloaded, it must be removed from the hall and taken to the car park.

PLEASE NOTE: IF YOU SCAN THE QR CODE ON YOUR PRINTED VOYAGE CONTROL FORM AT ONE OF THE PAY MACHINES, IT WILL GIVE YOU FREE PARKING FOR BUILD UP ONLY. THE PAY MACHINES ARE LOCATED OUTSIDE THE HALL.  

If your delivery driver has specific questions about how to access the hall, please see below – Couriers do not need to book a slot.

Please note:

• The build-up of all stands must be completed by 2000hrs on Thursday 17th September. There will be no access to the hall via the loading bay on the morning of Friday 18th September.

Contact: Operations at operations@aplaceinthesun.com if you have any questions regarding build-up or breakdown.

All deliveries should be sent to:

Exhibitor’s Name (& mobile number)
Exhibitor’s Company
Stand Number
A Place in the Sun Live
The NEC
Hall 2
Birmingham
West Midlands
B40 1NT

All product demonstrations and TV/video displays that are designed to attract crowds must be set back 1m from the gangway to stop congestion in the aisles.

The viewing area should be contained entirely within your exhibition area and sound must not exceed a reasonable volume. Audiovisual speakers should face into the stand, away from the gangway and should also not cause any obstruction to the gangway.

The organiser reserves the right to prevent any demonstration from taking place if it is a nuisance to neighbours or if it is restricting visitor flow.

The Disability Discrimination Act 1995 (DDA), which was introduced in 1996, addresses the way in which goods, services and access for disabled people are provided. Under this act, we have a shared duty to ensure that the dignity of individual disabled people is respected throughout the duration of the show.

Please ensure that your stand design provides suitable access for disabled visitors. In particular, if you are laying a raised platform, please ensure you provide a suitable wheelchair ramp. The minimum width for the access ramp is 1200mm and the gradient should be no greater than 1:12. Open corners of stand floors and platforms should be splayed, rounded and angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards.

For more information on access to the Birmingham NEC click here.

No promotional materials may be handed out around the show or placed in any public seating areas, registration/entrance to the event, gangways, seminar theatre or the Hub or any other part of the venue other than on your stand.

The official electrical contractor for A Place in the Sun Live is the Index Group Ltd. The Association of Event Venues (AEV) regulations for Stand Electrical Installations must be observed and complied with by all stakeholders, exhibitors and their contractors. Your equipment must conform to these safety standards, or it will be disconnected. All stands will be inspected on Thursday 17th September.

Please note that due to Venue and Health and Safety regulations the use of portable lithium ion batteries to power stands is forbidden in the halls. All stands will be inspected prior to show open. The use of small portable phone battery chargers is still permitted.

To order electrics for your stand, please complete the Electrical Order Form which can also be found on the Forms page of the Exhibitor Centre, as soon as possible.

Order before the 20th August and benefit from an early bird discount.

In the event of an accident or an emergency please tell a venue steward, or come to the organiser’s office or dial +44 (0207 598) 2666.

FIRE SAFETY
Should you discover a fire, please take the following action:

1. Break the glass at the nearest fire alarm point. These are located at each vehicle door and fire exit
2. Tell a member of staff and give the location and nature of the incident
3. Notify nearby exhibitors/visitors of the situation

EVACUATION
If an emergency evacuation is necessary during the event, the following message will be broadcast:
“Attention, please! Attention, please! Will everybody please leave the building by the nearest exit? This is an emergency. The staff will assist and direct you. Please do not use the lifts.”
Staff will guide you to your nearest exit.

MEDICAL EMERGENCY
If you need urgent medical assistance, please tell a member of the A Place in the Sun Live Team or any venue steward. If possible, give the location of the casualty and details of any injuries (e.g. bleeding or unconsciousness). A member of the first aid team will come to help.

All exhibitors and contractors must wear identity passes provided by A Place in the Sun Ltd at all times during the build-up, breakdown and open periods of the show.

Please complete the Exhibitor Badge Form (found on the Forms page of the Exhibitor Centre) and provide the names of everyone on your stand. These passes will be available for collection at the exhibitor badge desk on the build-up day of the event.

Contractor passes are valid during build-up and breakdown only and are to be used by personnel setting up stands. If you are using a contractor to build your stand please contact Operations as soon as possible.

Please note that you are not permitted to sell food or drink for the public to consume at the show. Service of alcoholic beverages is also rigorously controlled through responsible enforcement of the Licensing Act 2003.

Details of the proposed preparation, cooking and dispensing of food from stands or temporary catering areas, including sampling, must be discussed with the organiser during the early planning stages of the event. The venue’s approval is required in writing for such activities. If approval is not obtained at least 28 days prior to tenancy, there is a risk that contractual obligations may be contravened and visitors’ health put at risk. Stands may therefore be prevented from trading.

Both the sale and supply of alcohol must be licensed under The Licensing Act (2003), therefore, sampling is also a licensable activity.

Where alcohol is to be served from an exhibitor stand the stand holder/ company must have a personal licence holder present on site.

Contact: Operations on operations@aplaceinthesun.com

Furniture is not included in the price of your stand unless you have paid for this to be included.

The official furniture contractor for the event is Ability Hire who can supply a wide variety of furniture for hire. Please view the packages on the Furniture Order Form found on the Forms page of the Exhibitor Centre.

You are free to use any qualified company to design, build or dress your stand though we can recommend contacting Tom via

Fusion Digital Print

Tel: +44 (0) 161 767 2880
Email: tom.b@fusiondigitalprint.com

Health & Safety – completing your risk assessment form

It is a legal requirement that each and every exhibitor completes a Risk Assessment Form (found on the Forms page of the Exhibitor Centre) before the event. In most cases, this is very simple and the form is easy to complete; the following FAQs will help you assess any risk.

Question

How do I go about undertaking a risk assessment? By law, it must be “suitable and sufficient” – but it must also be simple to understand and implement.

Step 1: Look for the task/hazard

What equipment, materials and chemicals will be used? How much noise and dust will there be? What are the ground conditions? What vehicle movements and lifting operations have to be considered? How are you disposing of waste? Any electrical installations? What hazardous exhibits do you have?

Step 2: Decide who could be harmed and how

Who will be affected by your work and most at risk? Think of your employees, contractors or exhibitors on or near your stand, through to the visitors. Safe working depends on cooperation between all the firms on-site. Take this into account and consider necessary precautions on every aspect of the work being carried out, which include training and the provision of information to all the different parties who are at risk.

Step 3: Evaluate the risks

Once you have done this adequately, you can then decide on the appropriate action. Ask yourself:

• Can the hazard or risk be removed completely or done in a different way?
• If the risk cannot be eliminated, can it be isolated, controlled or reduced?
• Can protective measures be taken that will protect the entire workforce on-site? Protective clothing should only be the last step to take and is often not the only solution.

Step 4: Record the findings

Write down the findings of your risk assessment on the previously mentioned form. Pass on information about significant risks to those people identified in Step 2, and record what measures you have taken to control those risks for future reference.

Step 5: Review your findings

This allows you to learn by experience and take account of any unusual conditions or changes that occurred on-site.

If you have booked a space-only stand, and will be building your stand, please contact Operations as there are further forms for you to complete.

Contact: Operations on operations@aplaceinthesun.com

APITS Ltd, while taking every precaution, takes no responsibility for any loss or damage for the property or person of an exhibitor from any cause whatsoever. Exhibitors are required to hold Public Liability Insurance, please note that this is not the same as Employer’s Liability Insurance. Your company may already have Public Liability Insurance, however please check with your policy holder that this cover is for organised events taking place outside of your business premises.

If you would like to receive a quote, please contact Affinity Select Insurance Services or email Pam Jackson.

Email: Pam Jackson

NEC is a fully Wi-Fi-enabled venue. Free Wi-Fi is available to all exhibitors.

There is no IT support for this service, it is public access so download speeds will be affected by the number of people logged on.

For premium Wi-Fi options, please enquire directly with the venue here.

The Organisers’ Office is located at the back of the Seminar Theatre.

The NEC is the only venue to offer FREE PARKING TO EXHIBITORS however, to secure a parking space please come to the organisers office to collect your FREE PASS which will enable you to park for FREE. You do not need to have the pass in your car, simply show it to the car park attendant when exiting the car parks. Passes are valid for the entire duration of the show and you are free to leave the vehicles overnight, and exit when you wish.

CT Agency can provide individuals or teams of people, from leaflet distributors to actors or translators, to help you get your message across effectively and professionally. +44(0) 121 572 0480 | carmellam@ctagencyltd.co.uk

Rigging is permitted at the show with the permission of the organisers. Please contact Operations at operations@aplaceinthesun.com for more information.

While every reasonable precaution is taken during the event to ensure the premises are adequately patrolled, the organisers take no responsibility for any loss or damage to the property of any exhibitor from any cause. It is essential that you report any loss sustained from your stand to Security or the Organisers’ Office.

Exhibition halls are vulnerable places. The following important points will assist when considering how to secure products and belongings whilst on-site:

• Delegate one member of your personnel responsible for your company’s safety and security.
• Do not leave cash, handbags, mobile phones, valuables etc., in unlocked cupboards or drawers on your stand.
• Do not leave wallets in unattended clothing.
• Valuable items should not be positioned at the front of your stand and laptops should be removed overnight.
• Please note that build-up and breakdown days are high-risk periods. You are recommended to work in pairs so that the stand is manned at all times.
• Make sure you arrive prior to the official opening time and do not leave your stand at night before the hall is clear of visitors.
• Your stand should not be left unattended at any time. You should not leave the hall until all visitors have left each evening.
• If you have small valuables that you wish to leave on your stand, you are advised to provide yourself with lockable cabinets or other safe storage areas.
• Try not to bring valuable products onto your stand before Thursday 19th September.
• All products and portable items must be removed from your stand as soon as possible after the show closes on the final day.
• Delivery and collection of your stand should be planned well in advance. We would advise you to bring a helper to set up and take down your stand so that it is not left unattended at any time.
• The organiser welcomes reports on any suspicious activity at the show.

If you have any queries, please contact Operations on operations@aplaceinthesun.com