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NUS Trade show 2015
NUS Trade Show 2015
Space Only Exhibitor Pack
Thursday 9th of July 2015
The Main Hall
USN Bolton Arena
Thank you for booking your Space-Only stand for NUS Trade Show 2015. This document includes information on your Space Only package together with information on the various documents you will need to complete prior to the event.
The deadline for all documents to be submitted is Friday 27th March 2015.
Contents:
1.0 Your Checklist
2.0 As a Space Only Exhibitor
3.0 Mandatory Forms
3.1 Health & Safety Declaration
3.2 Method Statement
3.3 Stand Plan
3.4 Risk Assessment
3.5 Badge Information
4.0 Optional Forms
4.1 Food Sampling
4.2 Alcohol Sampling
4.3 On the Day Offers
4.3 PPL & PRS Forms
5.0 General Information
5.1 Address
5.2 Travel
5.3 Deliveries
5.4 Access Times
5.5 Parking
5.6 Contact Details
1.0 Your Checklist
We want to make exhibiting as easy as possible and therefore we have put together the following
check list to assist in ensuring you have completed everything that you need in order to have a
successful show. The deadline for all documents including advertising listings to be submitted is
Friday March 27th 2015.
General Show Essential Forms:
Reservation Form
This is a mandatory form and will have been emailed to you at time of booking. This is to reserve
your space. Your booking is not confirmed until we have received this form
Health and Safety Declaration
This is a mandatory form, found in section 3.1.
Food Sampling Form
This form is essential for sampling on the day and can be found in section 4
Alcohol Sampling Form
This form is essential for sampling on the day and can be found in section 4
Specific Stand Mandatory Forms:
Stand Plan
This is mandatory and needs to be emailed to: [email protected]
Risk Assessment
This is mandatory and needs to be emailed to: [email protected]
Method Statement Form
This is mandatory and needs to be emailed to: [email protected]
Online Forms - Advertising:
Trade Conference and Exhibition Guide Listing
A 30 word listing is included within the price of your stand. This is for the show guide book that is
sent to delegates ahead of the show. There are other additional upgrades you can add to maximise
your profile; details of these can be found on the reservation form.
Trading Directory Listing
A 50 word listing is included within the price of your stand. This is an annual listing which will
appear for 12 months on NUS Services online trading directory. There are options for you to
upgrade your listing and details of this can be found on the reservation form.
Advertisment for the Trade Conference and Exhibition Guide
See section 4.7 for more information.
If you have any queries regarding your exhibition stand or advertising please contact:
2.0 Space Only Services
As a ‘Space Only’ exhibitor you have purchased space only exhibition space at USN Bolton Arena,
for this event therefore you must supply everything for your exhibition stand.
Additional Services
Electricity
Any Electricity for appliances above the above power measurements should be ordered direct with
Dimension 8. Overnight electricity for any overnight refrigeration can also be ordered at the same
time. There is an additional cost for these services which you will need to pay directly to Dimension
8. To place your order, click here.
Refrigeration
If you require refrigeration please order directly with our contactor Lowe Refrigeration. Please state
the name of show, stand number, your company name and your stand contractor so they are aware
of the booking details.
To book contact: [email protected]
Please note there is no facility for cold storage. If you require overnight refrigeration you will need
to organise the early delivery of your fridge on Wednesday the 8th of July with Lowe refrigeration
and arrange the early supply of electricity to your stand.
Fridges must be removed from the USN Bolton Arena on 9th of July by 10pm.
You must organise for your fridge to be collected by this time with Lowe refrigeration. Any late
removals will incur a fine from USN Bolton Arena for which you will be liable.
3.0 Mandatory Forms
As you are a Space Only exhibitor the following forms must be completed and returned to
[email protected] before Friday 27 March 2015. Failure to complete these forms will mean
your exhibition stand could be removed.
3.1 Health & Safety Declaration
3.2 Method Statement
3.3 Stand Plan
3.4 Risk Assessment
3.5 Contractor Badge Information
3.1 Health & Safety Declaration
This form is a mandatory requirement and must be completed by all exhibitors.
If you have any queries regarding this form, please call Kelly Roberts on 01625 413200.
1. The Health and Safety at Work Act 1974 (HASAWA74)
It is condition of entry into the exhibition that every exhibitor, contractor, sub-contractor, supplier
and their agents comply with the HASAWA 74 and all other legislation covering the venue. The
Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and other’s
Health & Safety is not put at risk by their actions (or ‘inactions’) throughout the tenancy.
Exhibitor ……………………………………. …………………………. . Stand No. …………………
Address……………………………………………………………………………………………………
……………………………………………………….. ……………………Postcode …………………..
Tel……………………………………………. Fax ……………………………………………………...
Our Health & Safety representative on the stand will be …………………………………………...
Position ……………………………………………. … Mobile …………………………………….
To be signed by a senior person within the exhibiting company:
Authorised by ………………………………………………………….. Date …………………………
Print……………………………………………. Position …………………………………………….
a. We are Space Only exhibitor. We have trained and made our stand staff aware of the
potential risks present onsite and we will copy them in with the Health & Safety information
contained in the Exhibitors Pack. Our exhibits, demonstrations and work practises cause NO
HAZARDS to either others or ourselves onsite.
Please tick
b. I will make available at the NUS Trade Show 2015 a copy of our own company’s
Health & Safety Policy. Our stand staff will be sufficiently instructed and trained in
relevant matters in order to carry out their tasks competently.
Please tick
Don’t forget it is important to read the Health & Safety pages of the e-Guide sent as an
accompaniment to this exhibitor pack.
Health & Safety Form continued…
2. Our principal stand contractor is ………………………………………………………………
……………………………………………………………………………………………………………….
(Include lifting and exhibit or hazardous waste management if applicable.)
A. Lifting contractor (only if agreement has been sought via NUS Services)
Company …………………………………………………………………………………………………
Contact name …………………………………….Position …………………………………………….
Address …………………………………………………………………………………………………….
……………………………………………………………………………Postcode………………………
Tel…………………………………………………..Fax ………………………………………………….
B. Hazardous waste management contractor
Company ………………………………………………………………………………………………….
Contact name ………………………………… Position ………………………………………………
Address ……………………………………………………………………………………………………
……………………………………………………………………………Postcode ……………………..
Tel…………………………………………………Fax …………………………………………………..
Please ensure that your contractors have, and operate to, a scheduled late working rota if
applicable.
Please notify the organisers for all late working by Friday 27 March 2015.
Please remember to take a copy of this form for your files.
Please complete this form and return by email to [email protected] by Friday 27th March
2015.
3.2 NUS Trade Show 2015
Method Statement form
This form must be completed by all space only exhibitors.
Responsibility for stand
Please give name and full
contact details and mobile
number
Your contractors contact
details
Please give name and
mobile number
Stand number / letter
Structure, construction
and design details
Please also submit layout
plans by Friday 27 March
2015
Access
Please state width and
height of access required
Build details schedule
Please give details of
sequence and schedule of
stand construction, man
hours, parties involved in
construction, etc.
Stability
Please give details of
structural support,
bracings, including
information on all
calculations and inspection
certificates
Lifting
Please give details of all
lifting equipment to be
used, including capacity,
location, weight, floor
loadings, operation details
and certification etc.
Scaffolding
Give details of structures,
temporary and permanent,
including all measurements
and operation details, etc.
Services
Give details of services
required, such as electrical,
gas, water, etc.
Hazardous substances
Give details of any toxic or
hazardous substances to be
used and any controls /
protection to be used
Safety features
Identify safety equipment /
precautions and protection
to be used
Exhibits
Detail potential risks to
visitors / operators
Environment
Give details of expected
noise levels, dust, fumes
and ventilation issues, and
how these will be dealt with
Please return your completed form by Friday 27 March to [email protected]
3.3 Stand Plan
Please forward a plan of your stand by Friday 27 March. The plan must show the positioning of your
stand within the space allocated and clearly indicate any external walls.
3.4 Risk Assessment
A risk assessment for your stand must be supplied by either yourself or your stand contractor.
Please forward this by email to [email protected]
3.5 Badge Information
Exhibitor passes will be available on the day for collection along with your car parking passes. You
will have a specific number of each allocated to your stand. The number you receive will be relative
to the size of your stand.
NOTE FOR CONTRACTORS
Contractor passes will be available on build up day from the Exhibitors Office. We do however need
to understand how many passes your contractors require. Please email [email protected] to
make us aware of the number of passes needed and the time you expect to be on site.
4.0 Optional Forms
You only need to complete these forms if you are planning any sampling activity on the day of the
exhibition.
4.1 Food Sampling
All applications should be completed via the online form here.
Please refer to the e-guide for detailed information on health and safety requirements concerning
food and beverages at exhibitions. The most up to date E Guide has been sent to you with this pack
and details current legislation. It also details the regulations around the requirements for the
installation of sinks on stands with which you will be expected to comply.
It remains your responsibility to ensure that you comply with all relevant legislation and,
specifically, requirements that prohibit the use of Liquid Petroleum Gas within the Halls.
Forms must be completed and returned by Friday 27 March 2015.
All stands serving any type of food must provide the following:
• Antibacterial cleaner/sanitiser and other required cleaning materials
• Bin/bin bags
• Hand wash basin, liquid soap and hand drying facilities or hand gel and gloves depending on
the type of foods being produced
• Temperature check records (Refrigeration, cooking and hot holding)
• Working temperature probe and probe wipes
• Food Hygiene Training certificates (Photocopies are acceptable)
• Documented food safety process/policy/HACCP (Hard copy)
Temperature control requirements for catering:
• Frozen food must be kept at or below –18°C
• Cold foods must be kept at or below 8°C
• Cook/chill & high risk foods* must be kept below 5°C
• Foods must be cooked and reheated to 75°C or above
• Hot held foods must be kept at 63°C or above
Foods which require temperature control will usually provide information on the manufacturer’s
label; in this case these requirements should be adhered to.
Examples of foods which will require refrigeration include: Cooked meat, cooked poultry, cooked
seafood, sandwiches, yogurt, cheese, milk and cream, prepared salads, prepared salads including
rice and pasta, cooked rice, pasta and couscous, black pudding and sushi.
All Exhibitors providing their own food and beverage (excluding ALCOHOL) within an exhibition for
immediate consumption must comply with the NUS & USN Bolton Arena rules and regulations
around sample sizes and food hygiene.
Complete the food & Beverage sampling form here.
4.2 Alcohol Sampling
Any exhibitor providing alcohol sampling will need to send all applications to Kelly Roberts at
[email protected], please send a copy of the Personal Licence holder’s certificate.
Please note that the guidance on sample sizes is as follows:
The sampling of sample size soft drinks up to 100ml
The sampling of full size sealed bottles of Beers/Alco pops/ciders
The sampling of draught beers/ciders/Alco pops: 100ml
The sampling of wine: 50ml
The sampling of spirits up to 50ml with the appropriate mixer the sampling of individual size
packaged cocktails
Service of alcoholic beverages is also rigorously controlled through responsible enforcement of the
Licensing Act 2003.
All license trade exhibitors will need to have personal license holder on their stand. You should scan
a copy of the license to us by the below date.
Completed forms must be returned by Friday 27 March 2015.
4.2 Application to supply alcohol
Please complete the application to sample alcohol here.
4.3 On the day offers
Any exhibitor wishing to take part in the NUS Services’ ‘On the Day Offers’ scheme must complete
the necessary form and pay the designated fee towards the administration of orders.
This year we will continue to utilise the Carlsberg online ordering solution for the Licensed Trade
only. We will also be offering on the day ordering for retail suppliers this year and you will find the
relevant forms accompanying this pack.
It is your responsibility to ensure that all orders on the day are correctly entered into the laptop(s)
or forms you are allocated on the day. The laptops must be returned to Carlsberg at close of
business. As such please ensure you have considered the correct level of staff resource required to
handle the ordering element. Any additional orders may not be accepted and/or may be subject to
a CUK administration fee.
Your agreed deals will be pre-loaded onto the Carlsberg system and we stipulate that you do not
deviate from these deals. Similarly deals for retail will be set up in advance and cannot be altered
on the day.
All products on offer should be currently stocked and all the product details including case and
bottle sizes are correct. If you are offering a pallet deal please ensure you communicate the number
of cases to a pallet. Unless otherwise stated by the brand owner all spirit case sizes will be
calculated at 9 litres.
Any new listings agreed after the ‘on the day offers’ deadline may be shown/sampled but may not
be sold at the show. We will offer NUS connect promotions to brand owners directly after the show,
specifically for these products to ensure they are available to unions for the Fresher’s period. This is
an entirely separate promotion and to book an NUS connect promotion please email:
The deadline for submitting your ‘On the Day Offers’ is Friday 27 March 2015.
Training Sessions
Both licenced trade and retail on the day offers will have two training sessions, one of which will be
on show day the other on the afternoon of build-up. You will be sent an outlook appointment to
attend one of these sessions. These are mandatory as they remind you of the detail we need you to
capture to validate your orders. Any orders missing required parameters will not be processed.
4.4 PRS and PPL Licences
Any organiser or exhibitor who wishes to have any type of pre-recorded, video or live music on
their stand or at the event must complete the forms attached and email to [email protected]
to apply for the licences required.
Is PPL the same as PRS?
No, a PPL licence is a Public Performance Licence which is different from a PRS which is Performing
Rights Society. Whenever you play a sound recording in public there are two separate licence fees
that need to be paid for. There is a copyright fee for the musical and lyrical composition (PRS) and
a separate copyright fee for the actual sound recording (PPL).
One fee will go to PPL which is distributed to record companies and performers. The other fee goes
to PRS which is distributed to composers and publishers.
4.4 NUS Trade Show
PRS and PPL application form
Any exhibitor who intends to play recorded music either as a main attraction or purely as
background atmosphere on their stand at NUS Trade Show 2015, is liable for prosecution if they do
not possess a current Phonographic Performance Licence (PPL) AND a Performing Rights Society
(PRS) Licence. This form provides the opportunity for exhibitors to apply for both licences.
If you are unsure whether you require these licences, please call Phonographic Performance Limited
on 020 7534 1000 and the Performing Rights Society on 0800 0684828.
Officials from Phonographic Performance Limited and the Performing Rights Society will attend the
NUS Trade Show 2015 to monitor the use of sound recordings. Any exhibitor found playing sound
recordings without a licence will be fully liable for their own legal proceedings and fines and for
those relating to NUS Services as event organisers. In line with legislation noise levels will be
carefully monitored at NUS Trade Show 2015.
The USN Bolton Arena Management has strict guidelines on permitted noise levels for exhibitions.
Any violation of these guidelines will result in immediate termination of the show. NUS Services
event organisers will be regularly visiting stands to regulate noise levels. Any exhibitor who
continually ignores noise level instructions will be asked to leave the show. No costs will be
refunded.
This form provides the opportunity for exhibitors to apply for both licences. Please complete and
return to NUS by the deadline stipulated below. Upon receipt of this form NUS Services Ltd will
immediately forward the relevant forms for exhibitors to complete. The cost of these licences is to
be met by individual exhibitors and will be invoiced as follows:
• PPL Licensing for one day including administration £20 (invoiced directly by NUS Services
Ltd)
• PRS Licensing will be invoiced by PRS for the correct fee which will vary depending on
individual requirements; for more information click here.
If you intend to play music on your stand you must complete the online form submit your
request here:
All information should be completed by the 27th of March 2015, any requests after the 27th of March
2015 will not be accepted.
5.0 General Information
Trade Show 2015 is run by NUS and is attended by commercial managers of students’ union from
around the UK. It will take place on Thursday the 9th of July 2015 (setup) and Wednesday 8th of
July 2015 (open day).
5.1 Address
This year, the event will be held at USN Bolton Arena.
Main Hall,
USN Bolton Arena,
Arena Approach,
Horwich,
Bolton,
Lancashire, BL6 6LB
5.2 Travel
Situated in the M61 corridor between Manchester and Preston, the USN Bolton Arena is located just
500 metres from J6 of the M61, next to Horwich Parkway railway station, 13 miles from Manchester
city centre and 23 miles from Manchester Airport. The Arena is also adjacent to the Middlebrook
Retail & Leisure Park and Macron Stadium and has local parking for 2,000 cars.
5.3 Deliveries
Deliveries can only be accepted on Wednesday 8th of July 2015 and must be labelled as follows;
FAO Suzanne Ackerman, Exhibitors stand contact name, Exhibitor stand number, USN Bolton Arena,
Arena Approach, Horwich, Bolton Lancashire, BL6 6LB
5.4 Access Times
Access times for exhibitors are:
Space only – between 9.00am and 9.00pm on Wednesday 8 July 2015
Shell Scheme – between 2.00pm and 9.00pm on Wednesday 8 July 2015
Access on the exhibition day is from 7.30am for both Space Only and Shell Scheme exhibitors.
Stands must be ready for inspection and sign off by 9am on show day. The exhibition will run
between 10.00am and 4.00pm.
Breakdown may not commence before the last delegate has left the floor at 5pm. Should you
breakdown before this time we will impose a fine equivalent to £100.
Access on the exhibition day is from 7.30am for both Space Only and Shell Scheme exhibitors.
Stands must be ready for inspection and sign off by 9am on show day. The exhibition will run
between 10.00am and 4.00pm.
Breakdown may not commence before the last delegate has left the floor at 5pm. Should you
breakdown before this time we will impose a fine equivalent to £100 or 10% value of your stand,
whichever is the greater amount.
Breakdown must be completed by 10pm on the day of the exhibition. All stands must be fully
removed by this time. There are no exceptions to this. It is your responsibility to ensure your
contractor is aware of the deadline.
NUS and the USN Bolton Arena cannot accept responsibility for any items of value you leave
unattended either during the build or breakdown of your stand. If you do have items you need to be
safely stored during build or breakdown, please contact [email protected] ahead of the
event. Any items must be collected by 10pm on show day.
5.5 Parking
Exhibitor car parking is in Car Park C. Exhibitors will need to collect their car parking pass on
arrival, the Car parking pass must be displayed in their car at all times.
5.6 Contact Details
If you have any queries that cannot be resolved by visiting the NEC website then please email us on
