- Stand Information
- Stand Layout/Availability
- Stand Reservation
- Other marketing opportunities
- Information for Exhibitors
Information for Exhibitors
Statistics from this year's event (PDF)
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 / Delegate Registration
Alison Johnson
Tel: 01257 452 230
Email: alison@washingtondowling.com
Show Enquiries / 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
Chris Hall
Scotpanel Display Ltd
6 Tannoch Place
Lenziemill Industrial Estate
Cumbernauld
G67 2XU
Tel: 01236 722 101
Mob: 07766 805 807
Email: scotpanel@talk21.com
TIMETABLE
Stand set up
Monday 2nd February
Exhibition Stands 1 - 44 from 2.00pm – 6.00pm
Exhibition Stands 45 - 66 from 5.30pm - 6.30pm
Show hours
Tuesday 3rd February
8.30am – 3.15pm
Stand breakdown
Official contractors/exhibitors from 3.15pm
To unload exhibits, please use the Bishop Lane entrance. The loading bay at the rear of the Hotel offers direct access to the Ballroom via the goods lift which is particularly useful for heavier exhibits. It is approximately 18ft long x 7ft tall x 7ft wide. The Hotel has requested that preferably only one exhibitor at any time use this access as this lift is also used for Hotel deliveries. There will be pallets, cages and trolleys on hand to assist you should you require any help.
Please note all exhibitors are not permitted to dismantle their stand/exhibits until the close of the event. Also, under no circumstances are exhibitors permitted to set up on the morning of the event. However, if this is a problem, please contact Rebecca on 01257 452 575.
VENUE
Hilton Glasgow Hotel
1 William Street
Glasgow
G3 8HT
Tel: 0141 204 5555
Fax: 0141 204 5004
Email: sales.glasgow@hilton.com
Website: www.hilton.co.uk/glasgow
To view a location map, click here.
Travelling from the Airport by Train
From Edinburgh International Airport
Trains leave Edinburgh Waverley station every 15 minutes and terminate at Glasgow Queen Street. Taxis are located outside Glasgow Queen Street station and take approximately 10 minutes to the Hilton Glasgow Hotel at a cost of about £5.
From Glasgow Prestwick International Airport
Glasgow Prestwick International Airport has its own train station connected to the airport by a covered walkway. Trains leave every 30 minutes for Glasgow Central Station from where you can catch a taxi to complete the journey to the Hilton Glasgow Hotel which will take approximately 5-10 minutes at a cost of about £5.
Travelling by Car
From Edinburgh or the South
Travelling westbound from either Edinburgh or the South (M74), follow M8 to the city centre, also signposted for Glasgow Airport. Exit the motorway at Charing Cross, Junction 18. PLEASE NOTE THE EXIT IS ON THE RIGHT HAND SIDE. Keep to the right lane and continue off the slip road, go straight ahead through a set of traffic lights under the red building. Continuing through two further sets of traffic lights, Hilton Glasgow Hotel is 20 metres on the left.
From Glasgow International Airport
As you leave Glasgow Airport, follow the signs for Glasgow M8 city centre. Crossing the River Clyde on the Kingston Bridge, take the Junction 18 exit for the city centre. Keep to the left-hand lane (you will be able to see the Hilton Glasgow Hotel from here). At the first set of traffic lights, turn left into Pitt Street. Take the next left into St Vincent Street and then left again at the second set of traffic lights. Hilton Glasgow Hotel is the first before the flyover. The Hilton Glasgow Hotel offers secure parking in its underground car park.
From Edinburgh International Airport
Travelling westbound from Edinburgh on the M74, follow signs for the M8 Glasgow city centre, also signposted for Glasgow Airport. Exit the motorway at Charing Cross, Junction 18 – and note that the exit is on the right-hand side. Keep to the right lane and continue off the slip road, go straight ahead through a set of traffic lights under a red building. Continue through two further sets of traffic lights – 20 metres after the second set, you will see the Hilton Glasgow Hotel on the left.
From Glasgow Prestwick International Airport
From Prestwick International Airport, follow signs for the A79 and then the A78. At Dutch House Roundabout, take the first exit on the A77. Follow this road onto the M77 (signposted for Glasgow and Edinburgh) and carry on as it merges into the M8. Leave the M8 at Junction 17 and go onto St George’s Road (A804). At Charing Cross Junction, follow signs for M8 West and A804. Branch left onto the A804 and the Hilton Glasgow Hotel is on your left-hand side.
STAND INFORMATION
Each stand includes:
3m x 2m floor space with silver grey velcro-friendly Hessian in-fill panels at a height of 2.44m and royal blue fascia with company name and stand number
A table measuring 6ft x 2ft with white tablecloth
2 chairs
1 electrical socket
1 5ft fluorescent light
Delegate database both prior and post event
Complimentary company profile in event Show Guide
Twenty complimentary delegate tickets - usually £75 plus VAT & (£88.13) each
Free direct mail service to your clients/contacts
Complimentary car parking for one car per exhibitor
Refreshments/buffet lunch for 2 stand personnel
DELIVERIES AND STORAGE
Deliveries can be accepted from Monday 2nd February 2009 and should be addressed to the following:
SEEC (3rd February 2009)
FAO Alison Johnson
Hilton Glasgow Hotel
1 William Street
Glasgow
G3 8HT
It is vital that all packages are clearly marked with your company name and stand number so they can be easily identified.
At the close of the Show, should you be requiring any items to be collected by courier, then they can be collected from the same address as above. Ideally, all stands/exhibits need to be collected immediately after the event. However, in some exceptions, the Hilton Glasgow can store your items until the morning after the event, but these must be collected before this deadline.
For any items that are to be collected by a courier or colleague, you must clearly label each package, take these to the Business Centre which is located near the Registration Desk and they will give you the instructions to follow to ensure your packages are picked up from the correct place within the Hotel.
ELECTRICAL INSTALLATIONS
Scotpanel Display Ltd are the electrical contractor for the event and they will provide each exhibitor with a light and electrical socket. Should you require any additional lights then please see the contractor on set up day.
INTERNET ACCESS
In order to offer a connection within the Ballroom the Hotel can offer a managed service through their Hilton Connections. The cost of connection to include a Technician who will be on site is £250.00 plus VAT with a charge of £50.00 per connection.
If wireless connection is required the Hotel has a BT Openzone service in the main hotel foyer and on the third level foyer outside the Ballroom and Ballroom foyer. The cost of this is £15.00 for 24 hours usage and a card can be purchased at the Hotel foyer or Hilton Meetings desk on level 3. This is not available within the Ballroom.
To arrange any of the above, you must contact the Hotel Meetings Desk direct on 0141 204 5530 and speak to Janie Steel or Fiona MacLennan.
SECURITY
At the close of set up day (Monday 2nd February), the Ballroom will be locked; however the Organisers cannot accept any responsibility for any damage or loss of belongings or exhibits introduced by exhibitors or the official contractors. The Hotel do have their own in-house security department who are onsite 24 hours. However, should you have any items of great value, you must inform the Duty Manager who is Gary Rice prior to your departure so he can be aware of this.
For those stands that are positioned on the mezzanine level i.e. outside the Ballroom (Stands 45, 46, 47, 48, 61, 62, 63, 64, 65, 66) this cannot of course be locked so is open to the public and guests staying in the Hotel. Therefore, we would not advise leaving anything on display overnight that is of any great value. However, should an exhibitor located on any of these stands have any valuable items, we can arrange to have these locked away in the Conference and Banqueting Management Suite overnight. Please see a member of the Washingtondowling Associates team on set up day to make the arrangements.
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 INVITES
Twenty complimentary delegate tickets - usually priced at £75 plus VAT (£88.13) each - are included within the stand costs. Please forward the details of the guests you would like to invite to the event by emailing rebecca@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 absolutely necessary. The deadline for this information is Friday 31st October.
EXHIBITOR BADGES
All exhibitors are required to wear their exhibitor 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 rebecca@washingtondowling.com. Exhibitor badges are colour coded red and will be distributed on the morning of the event – 3rd February, together with your Show Guide. The deadline for this information is Friday 9th January.
PHOTOCOPYING
Should you require any photocopying, the cost of this is 20p per A4 sheet and this can be done at the Business Centre located near the Registration Desk.
FAX FACILITIES
Should you require any fax facilities, the cost of this is £2.50 and this can be done at the Business Centre located near the Registration Desk.
CAR PARKING
The Hilton Glasgow has a secure onsite, underground car park and this offers 190 spaces. As an exhibitor, we have arranged complimentary car parking on both set up day and the day of the event for one car per exhibitor which is normally at a cost of £10 per car.
To ensure you are not charged you must obtain a ticket on set up day from Vicki Washington which you should give to the Concierge prior to your departure who in turn will give you a stamped hotel car park ticket. On the morning of the event, another ticket will be given to you together with your badge and Show Guide which you will again take to the Concierge to receive a stamped hotel car park ticket. On the day of the event, we would advise exhibitors to obtain their hotel car park tickets throughout the day as there will be a queue of people departing at the same time once the event comes to a close.
Please ensure you keep your ticket(s) in a safe place until your departure as we will not issue any additional ones.
If you do require extra car parking, again a reduced rate of £5.00 has been arranged with the hotel. To obtain this rate you will need to get your car park ticket stamped before your departure by concierge. Please ensure you provide concierge with some form of proof of your attendance at the event i.e. the event show guide / exhibitor badge.
Please also note, parking spaces are not guaranteed, however, there are also several NCP Car Parks locally but there will be a charge for these.
OVERSPILL CAR PARKING
The Charing Cross - Elmbank Crescent Car Park offers 460 spaces and is open 24 hours. CCTV is in operation, with lift access and a height restriction of 1.9m. Daily rates are £1.20 per hour for up to 3 hours and £2.40 per hour thereafter. This car park is approximately 5 mins walk from the Hilton Glasgow.
The QPark - Waterloo Street Car Park offers 350 spaces and is open from 6.30am to 10.30pm. CCTV is in operation. Daily rates are £2.00 per hour. This car park is also approximately 5 mins walk from the Hilton Glasgow.
CATERING
As part of your exhibitor package, we will be catering for up to 2 stand personnel from each stand. However, we are not able to cater for you unless the names of your stand personnel are submitted by the deadline of Friday 9th January.
FIRST AID
There will be qualified first aid staff onsite at all times.
SMOKING
There is obviously a no smoking in public places policy in place which means there is no smoking permitted within the Hotel but you can do so outside in the designated smoking area.
ACCOMMODATION
Should you wish to stay overnight, a reduced rate has been arranged with the Hilton Glasgow Hotel for any participants in the event and prices are as follows:
Executive room @ £120 bed and breakfast
Standard room @ £90 bed and breakfast
Any bookings must be made direct with the Hotel by contacting Caroline McLelland on 0141 204 5555 and to obtain the reduced rate, please quote the SEEC 2008 event.
ADVERTISING / OTHER MARKETING OPPORTUNITIES
If you have not completed your company profile for the Show Guide, it is vital that you do so immediately. Please ensure you proof your entry, as any errors cannot be rectified once the Show Guide goes to print in December.
In addition to your complimentary company profile in the Show Guide as part of your exhibitor package, you may also wish to take the opportunity to advertise further. The Show Guide is distributed to delegates, exhibitors and speakers alike and is used as an essential reference guide during and after the event. Varying options and prices for the Show Guide are as follows:
Full page advert/editorial £525 plus VAT
Half page advert/editorial £300 plus VAT
Quarter page advert/editorial £200 plus VAT
The deadline for all artwork for advertisements is Friday 5th December.
Literature Pick-up Points
There is also a Literature Pick-up Point situated at the Registration Desk. Should you wish to increase your presence at the event, costs for this are as follows:
Literature £175 plus VAT
Banners
Website banners are an ideal way to get the maximum amount of exposure for your company both prior and post event. They are situated in prominent areas on all the pages of the website and will include a hyperlink to your website. They are available on a yearly contract.
£495 plus VAT
Sponsorship Opportunities
Refreshment Areas
During each refreshment break, complimentary refreshments will be served to all participants from the designated areas situated throughout the Exhibition. The Sponsor will benefit from the following publicity:
Company logo on all pages of the website
Company profile and logo including hyperlink on Sponsors page
Company logo on Envirenergy flyer
Half page advert/editorial in Show Guide
Prominent branding at all refreshment outlets
Promotional material displayed within all refreshment areas
£1,750 plus VAT
Pen Sponsorship
Pen sponsorship is often the simplest and one of the most effective forms of advertising for your company. These will be on display both at the Registration Desk and in the Refreshment Areas and will be available for both exhibitors and delegates alike. It is the ideal way to reinforce your company logo or message.
£795.00 plus VAT
- TERMS AND CONDITIONS
DEFINITIONS
'Organisers' - Washingtondowling Associates Limited
'Exhibition' – Scottish Energy and Environment Conference 2009
'Exhibitor' - Exhibitor and its employees and agents
- PAYMENT FOR STANDS
Once the booking has been made for a stand it must be accompanied by payment within the deadlines stated. No Exhibitor may set up at the Exhibition unless full payment for the stand has been made. In the event of payment not being made in accordance with these Terms and Conditions, any deposit may be forfeited and the stand re-allocated. The respective Exhibitor must pay any loss incurred by the Organisers by reason of such non-payment.
- CANCELLATION OF SPACE
In rare circumstances the Organisers may be prepared to consider cancellation of their contract with the Exhibitors, provided the following conditions are complied with:
- the request for cancellation must be done so in writing and received by recorded mail or courier
- the request is received a minimum of 30 days prior to the date of the Exhibition
- that the Exhibitor agrees that the Organisers shall retain, by way of liquidated damages;
10% of the contract price if the request is made more than 60 days before the Exhibition date
50% of the contract price if the request is made between 30-60 days before the Exhibition date
100% of the contract price if the request is made less than 30 days prior to the Exhibition date
- STAND INTERIORS
Exhibitors erecting interior pop-up displays must ensure they fit within the shell scheme walls and they conform to the requirements of the Organisers.
- PROTECTION OF EXHIBITS
All exhibits must be properly protected to avoid any danger to any person or persons visiting or taking part in the Exhibition. The Exhibitor shall indemnify the Organisers against all such claims, actions, costs and liabilities on account of any injury or damage being caused by or accountable to any exhibit to any persons whatsoever.
- DAMAGE TO SHELL SCHEME
The Exhibitors shall pay the Organisers, upon demand, the costs of all damage to stands suffered during the period in which the stand is allocated to the Exhibitor, other than damage caused by the Organisers and their sub-contractors.
- ELECTRICAL FITTINGS AND SUPPLIES
In addition to the lighting supplied with the shell scheme, additional lighting can be obtained from the official electrical contractors specified above. Payment for any additional lighting must be arranged between you and the contractor direct.
- SALE OF GOODS
The sale of goods from stands is permitted but must be conducted in accordance with the applicable provisions of the Shops Act and local by-laws. The selling of goods should not detract from the general aesthetic quality of the stand presentation.
- DISMANTLING OF EXHIBITS
Under no circumstances must exhibits be removed or dismantled, either partially or totally, before the close of the event.
- CONDUCT OF EXHIBITORS AND REPRESENTATIVES
The Exhibitor should not allow the stand to be used for any illegal or immoral purposes or for betting or gaming. Should this happen, the Organisers reserve the right to stop any such activity. Business shall only be conducted from the Exhibitor's own stand and not in any gangway or elsewhere in the Exhibition. Any encroachment on the gangways and passageways shall be deemed to be in breach of contract.
- REVISION OF LAYOUT
In the eventuality of revising the layout of the Exhibition, for any reason, the Organisers reserve the right to transfer an Exhibitor to a suitable alternative stand location. Layout floor plans provided to the Exhibitor do not constitute a representation that the stand allocated to the Exhibitor will remain in the position shown.
- ADVERTISING MATTER
Exhibitors shall not distribute any advertising or printed material in the area of the entrances or exits nor in such a manner as to cause annoyance or disturbance to other Exhibitors. In the event of a complaint the matter shall be referred to the Organisers for their binding decision. Exhibits and other devices within the stand shall be operated and controlled so that there is no disturbance to other Exhibitors.
- EXHIBITION SERVICES
The Organisers will make all reasonable efforts to provide necessary services for the smooth running of the Exhibition but shall have no responsibility for the breakdown or failure of such services.
- ADMISSION
The Organisers reserve the right to refuse admission or to eject or otherwise exclude from the Exhibition any person or persons without assigning any reason.
- FIRE RISKS AND SAFETY
All materials used in construction of interior displays must be either made of non-flammable material or be effectively fire proof. Exhibitors shall not place, or keep on the space allocated to them any substance that it, in the opinion of the Organisers, a dangerous, explosive or objectionable nature. All aisles and fire exits must be kept clear of exhibits. Exhibits must adhere to all fire and safety regulations for the duration of the event.
- HEALTH AND SAFETY LEGISLATION
For the duration of the Exhibition, Exhibitors must ensure that all contractors, sub-contractors, agents and employees in the construction and dismantling of their stands / exhibits, and in the course of all work carried out on site by all or any of them, carry out the necessary steps to comply with the health and safety legislation applicable in the UK.
- GENERAL INSURANCE
No responsibility will be accepted from the Organisers for any damage to stands or loss of property relating to any stand or anywhere else in the exhibition or in the course of its delivery or removal from any cause whatsoever. Under no circumstances are the Organisers also responsible for any loss sustained by Exhibitors from fire, theft, damage or any other reason, or for personal injury or loss to or by any person employed by the exhibitor, anyone visiting its stand, or third party. It is advisable for Exhibitors to take out their own insurance to cover all risks.
- EXHIBITORS' LIABILITIES AND THIRD PARTY COVER
The Exhibitor shall be responsible for all acts or omissions of itself, its employees, contractors, agents and visitors and shall indemnify the Organisers, other Exhibitors and visitors and keep them indemnified against all liability in respect thereof including any legal costs and expenses and any compensation and other costs paid by the Organisers to comprise or settle any claims and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever which may be taken or made against the Organisers or incurred or become payable by them arising therefrom in respect thereof, including any claims arising out of the supply of the Exhibitor of any kind whatsoever whether such samples be sold or given away free. The Exhibitor shall maintain appropriate third party liability insurance.
- POSTPONEMENT OR ABANDONMENT
If by any reason of fire, storm, tempest, lightning, material emergency, war, labour disputes, strikes or lockouts, civil disturbances, explosions, inevitable accident, force majeure or any cause not within the control of the Organisers whether ejusdem generis or not, the opening of the Exhibition is prevented or postponed or abandoned, or the building becomes wholly or partially unavailable for the holding of the Exhibition, the Exhibitor shall have no claim for damages of any kind against the Organisers in respect of any loss or damage thereby sustained and the Organisers shall be entitled to retain such part of all sums paid by the Exhibitors as the Organisers consider necessary. If, in the opinion of the Organisers, by rearrangement or postponement of the period of the Exhibition, or by substitution of another hall or building, or in any reasonable manner the Exhibition can be carried through, the contract for the space shall remain binding upon the parties, except as to size and position of stands as to which the Organisers shall determine any modification, substitution or re-arrangement they consider necessary. If the Organisers cancel the Exhibition for any other reason the Exhibitor shall have no claim against the Organisers except for the reimbursement of any deposit paid or final payment made to the Organisers.
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