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Exhibitor Information

Please read the following information detailing all the relevant information you may need to know prior to the event.  If you have any queries or simply require further information, please do not hesitate to contact a member of the Washingtondowling Associates team.

Contacts

Show Enquiries
Alison Johnson
Tel: 01257 452 230
Email: alison@washingtondowling.com

Delegate Registration
Steph Parr
Tel: 01257 452 587
Email: steph@washingtondowling.com

Stand Availability
Vicki Washington
Tel: 01257 452 520
Email: vicki@washingtondowling.com

Finance
Cheryl Sherrington
Tel: 01257 450 060
Email: cheryl@washingtondowling.com

Shell Scheme & Electrical Contractors

David Lamont
Citrus Displays Ltd
Unit 15
Evans Business Centre
68-74 Queen Elizabeth Avenue
Hillington
Glasgow
G52 4NQ
Tel: 0141 880 9015
Fax: 0141 880 9016
Email: info@citrusdisplays.co.uk

Audio Visual Contractors

Danny Anderson
Zisys Events
APL Centre - Unit 14
Stevenston Industrial Estate
Steventson
North Ayrshire
KA20 3LR
Tel: 01294 238 918
Email: danny@zisysavmn.co.uk

Venue

Ayr Racecourse
2-6 Whitletts Road
Ayr
Ayrshire
Scotland
KA8 0JE
Tel: 01292 264 179
Fax: 01292 610 140
Website: www.ayr-racecourse.co.uk

Timetable

Stand set up
Monday 6 February 2012
3.00pm - 7.00pm

Event hours 
Tuesday 7 February 2012
8.30am - 3.45pm

Stand breakdown
Tuesday 7 February 2012
Officially the event closes at 3.45pm but if you feel you have spoken to every one that you need to, un-officially it could be possible break down from 2.30pm as the delegates go back into the conference from 2pm but it is entirely up to your stand personnel.

Loading and unloading access

As there is racing scheduled on Monday 6 February exhibitors must follow specific instructions for set up.

The Ayrshire Suite is located on the ground floor of the Events Centre and therefore provides easy access for Exhibitors.  There are no weight restrictions and the ceiling height is 3.5m.

Pedestrian access for exhibitor set up will be allowed through Gate C which is located at the side of the main entrance to the Events Centre at the front of the main racecourse.  However, after the last race which is likely to be at 4.10pm cars will be allowed through the Gate for any larger/heavier items.  There will be a car park reserved at the front for exhibitors only and the stewards will be briefed to direct people to this car park.

Car parking

Complimentary car parking is available onsite close to the main stand

Stand Information

Deliveries and storage

Deliveries MUST be made by Friday 3 February 2012 or on the morning of the event.  The venue is unable to accept deliveries on Monday 6 February due to the scheduled racing.  Please ensure all packages are clearly labelled with your company name and stand number and sent for the attention of the following:

FAO SEEC (7 Feb)
Princess Royal Events Centre
Ayr Racecourse
2 Whitletts Road
Ayr
Ayrshire
KA8 0JE

Ideally, any items to be picked up by couriers MUST do so immediately after the close of the event.  However, in some circumstances, items can be stored until the following day for collection.  All these items will be stored behind the reception desk of the Princess Royal Events Centre so it is important to inform your courier to make their way there in the first instance.

Electrical installations

Citrus Displays Ltd are the electrical contractor for the event and they will provide each exhibitor with a light and electrical socket.  Should you require additonal lights then please see the contractor on set up day.

Internet access

There is complimentary internet access provided throughout the Events Centre.  However, it is advisable that exhibitors should provide their own extension cables if they are required.

Security

The Events Centre is alarmed but there is no security onsite overnight.  Items of any great value should not be left overnight in the exhibition area; any items left are at the owner's risk.  The Organisers can accept no responsibility for any damage or loss of belongings or exhibits introduced by exhibitors or the official contractors.  Should you have any items of any particular great value, you must notify the Organisers who can arrange to have certain items locked away overnight.

Insurance

It is vital that all exhibitors are aware of the clauses and issues concerning insurance and exhibitor's liabilities stated in our Terms and Conditions.  Please ensure that you have adequate insurance to cover all risks.

Complimentary delegate invitations

20 complimentary delegate invitations - usually priced at £75 plus VAT each - are included within the cost of your stand.  Please forward the details of the guests you would like to invite to the event by emailing steph@washingtondowling.com and we will invite them on your behalf.  Please provide us with as much contact information for each of your guests as possible.  In particular, a contact number and email address is essential.  The deadline for this information is Monday 5 December 2011.

Artwork

If you have booked a TV advert to play on the various plasma screens situated at various points throughout the event, the deadline for this is Monday 12 December 2011.

For reference, the screen resolution is 1366 x 768 pixels and artwork can be created in Illustrator or similar.  It should be supplied in RGB and the advert should be in 16:9 ratio in the format of a high resolution PDF or jpeg.

Exhibitor badges

All exhibitors are required to wear their badges at all times throughout the duration of the event.  You must notify the Organisers of the names and positions of your stand personnel by emailing steph@washingtondowling.com.  The deadline for this information is Friday 20 January 2012.

Exhibitor badges will be distributed in an envelope on the morning of the event.

Catering

As part of your exhibitor package, you benefit from catering and refreshments for up to 2 stand personnel (with the exception of Sponsors and Partners who are permitted up to 4 personnel).

There will be various catering points situtated throughout the exhibition areas and the location of all points are featured on the stand layout.  The day will start with breakfast barms, tea, coffee and mineral water.

There will then be a mid-morning break consisting of homemade shortbread, tea, coffee and mineral water.

A packed lunch will be provided which will include the following items:

If you have more than 2 people on your stand then you must pay an additional charge for catering and refreshments and this is charged at £15 plus VAT per person.  To arrange this please email steph@washingtondowling.com

Photocopying & fax facilities

Should you require any photocopying or fax facilities, this is available at the Western House Hotel.  Alternatively, you can speak to a member of the Operational Team who will carry it out on your behalf.  The cost for photocopying is as follows:

Black and white copies: 5p
Colour copies: 10p

Fax charges are based on the location that the fax is being sent to and the duration it takes for it to be sent e.g. local calls cost 10p per minute.

Cash points

There are two cash points; one at the Princess Royal entrance and one at the Ayrshire Suite entrance

First aid

There will be qualified first aid staff onsite at all times

Smoking

Please respect the 'No Smoking' areas within the Racecourse.  There are designated smoking areas jsut outside the Events Centre and these are clearly signposted.

Accommodation

Should you wish to stay overnight; a reduced rate has been arranged at the Western House Hotel for any participants in the event.

The Western House Hotel is a four gold star Hotel located within the grounds of Ayr Racecourse and rates are below:

To make a booking and qualify for these rates, all guests must call Western House direct on 01292 294 990 and quote SEEC 2012.  Alternatively, you can book online at www.westernhousehotel.co.uk

 

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