Exhibitor Information (for Sponsors and Exhibitors)

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This page is to give exhibitors, or potenial exhibitors, information about the event.  All documents can be viewed and downloaded at the bottom of this page.

The 2013 Exhibitor's Manual includes helpful ideas on Marketing and Equiping your stand in 2013, as well as ensuring you have all the logistical details covered. This document will form part of your confirmation documentation.

The Exhibitor Checklist 2013 will help you keep track of what you need to send to OBN.

Location

The Exhibition Hall is located on the Ground Floor of The Grandstand at Newbury Racecourse.  Partnering Help Desk, OBN Help Desk and the main catering area with informal seated dining, are also located on this floor.  The first floor is a quiet business area with a ristretto bar, additional catering area, banner displays and UK Innovation poster session.  The second floor is dedicated to the Conference Hall and Speaker Prep Room.

Private partnering will take place in The Berkshire Stand a short walk from the Grandstand. This is not accessible for delegates with Exhibition-Only passes.

Registration

A full partnering registration is inclusive in your package and gives you access to the gold standard private partnering system.  Please ensure you have an up-to-date company profile on the system as this will be seen by all the registered delegates.  The partnering system gives you access to information about all the registered delegates and the option to ask them to meet with you. If you require help with the partnering system, see our helpful guide under Partnering.

Exhibitors and sponsors also have the option to purchase additional Exhibitor-only passes, at £299 + VAT (OBN member rate) or £399 + VAT (non members). You will be sent a separate form with your confirmation documentation and you should complete a form for each pass needed.

Exhibitor-only passes include:

• refreshments at breaks and lunch for the two conference days
• access to social events held in the Exhibition Hall
• Access to Gala Dinner (additional fee payable)
  NB:  Exhibitor-only pass does not include access to the partnering system or sessions

Exhibition Schedule*

Set up:  Tuesday 14 May: 12.00- 17:00

Please make sure that you and/or your set-up team collect a temporary Exhibitor pass from the Registration desk at the entrance to the Grandstand before setting up.

All stands must be set up by 17:00 as delegates arrive for the Grand Opening Reception at 18:00             

Please note that no setting up of stands will be permitted during the conference days (Wednesday 15 and Thursday 16 May)

Breakdown:   Thursday 16 May: 16:30 - 17:30 (final timings will be given to exhibitors nearer the time)

*Provisional schedule - final confirmations will be sent out to exhitors prior to the event

Shell Scheme

• All stands will be enclosed so ensure that your pop-up fits your space allowance (NB: a 3m x 3m does NOT fit a 2m stand). No items will be allowed to intrude on the walkways or networking space and will be removed
• Velcro is the only permitted fixant that can be used on the partition panels (NO blutak)
• No panels can be moved after being set up
• Exhibitors are not admitted to the exhibition area until the shell scheme has been erected
• Standard Equipment: A 4'x2' table and two chairs (but extra or alternative equipment may be available on request) and an electrical power point (3amp output) and fluorescent light will be provided.

NB:  It is the Exhibitor's responsibility to ensure they have the correct power and equipment for their allocated space. If you have specific requirements, please ensure that arrangements are made well in advance.

Power Supply

A 3amp electrical supply is supplied.  It is the exhibitor's responsibility to ensure they have sufficient power for their equipment. All the electrical sockets are standard UK.

Partnering at Exhibit Booths

Exhibitors to NOMINATE THEIR STAND number as the location of their partnering meetings.  This will allow you to have all your marketing material or presentations for demonstration purposes when you meet, but please note these meetings will not be private.  Please understand that for logistical and technical reasons this has to be an “all or nothing” decision, with no exceptions and is applicable to all company registrations, not individuals.

If you decide to take your meetings at the exhibit booth, you must complete the partnering at exhibition form and return it to OBN before Tuesday 2 April.  If OBN has not heard from you by this date, your meetings will be scheduled to the regular partnering booths, as usual.

If you opt to host your partnering meetings at your stand, consider whether your stand dimensions will accommodate extra furniture.

Exhibitor Networking Opportunities

The Grand Opening Reception on Tuesday 14 May will be held in the heart of the Exhibition area. Breakfasts, coffee breaks and the welcome /closing receptions will also take place in the Exhibition hall.

Delegates are not in sessions or partnering at the following times*

                  Wednesday, 15 May

                  08:00 - 08:30:     Registration & breakfast

                  17:30 - 19:00      Networking Drinks Reception

                  Thursday, 16 May

                  16:00 - 16:30:    Closing Drinks Reception

                  16:30:               Conference Close

*The above programme is preliminary and subject to change.  It is the responsibility of the exhibitor to ensure that they are up to date with the latest programme which is available on the Programme page of this website. 

Additional Services or Equipment

OBN is pleased to announce its collaboration with other suppliers to assist you with access to additional services or equipment you may wish to use to enhance your exhibition experience. The exhibitor is responsible for all additional fees and these services are all optional.  Please work directly with the companies listed in the Exhibitor Manual.  All orders are subject to availability so book early.

Exhibitor Documents and Forms:

Exhibitors will have been sent the following documents and forms as part of their contract confirming their exhibition stand.  They are also listed here for ease of reference.

Exhibitor Manual
Exhibitor Checklist 2013
Partnering at Booths Form
Shipment Form 2013
Exhibitor and Delegate Terms & Conditions
Exhibitor-Only Pass Form
Advert Specification