London UK 2023

London UK 2023

logo

Dates and Venue

 

3-4 May 2023 | ExCeL London

 

Learning Technologies Autumn Forum - Technical Manual 2022

WELCOME

Welcome to the Technical Manual for Learning Technologies Autumn Forum 2022 - thank you for booking your stand.

This is a designated area to help you with your stand preparation.

What should I do next?

Your My To Do List is a good place to start. It details any compulsory tasks you need to complete, such as:

  • Health & Safety Declaration Form
  • Build & Breakdown Passes
  • Risk Assessment
  • Additional services you may wish to order for your stand (e.g. electrics, furniture, etc.)

Please note: all completed forms are received by the relevant contractors and are not kept on one central system. It is important that you maintain your My To Do List yourself.

The timings of the exhibition can be found in the Event Timetable tab, and a full list of our appointed contractors are shown in the Contact Us tab.

Help is always close to hand, so please feel free to contact any of the team using the details in the Contact Us tab. We will be happy to assist you with any queries or concerns you may have.

We look forward to working with you over the next few months!

Kind Regards,

The Operations Team

Industry related scamsPlease check the small print of any document that you have been sent before signing, and read this link www.aeo.org.uk/expoguide, to ensure that any company you are planning on working with is either one of our official contractors or a reputable company within the industry.

MY TO-DO LIST

All completed forms are received by the relevant contractor and are not kept on one central system, therefore it is important that you maintain your 'My To-Do List' yourself. If you have any queries, please go directly to the relevant contractor using the details below.

Please ensure you complete and return the forms by the specified deadline dates to ensure you receive the best price for the service.

Your data; including name, address, email and telephone will be passed to the official exhibition contractors. They will not be passed to any third parties under any circumstances.

 

 Compulsory Task List
Tasks  Due Date Contact Details Action
Build & Breakdown Passes TBC Circdata
+44 (0) 1635 588 480
csmexhibitors@circdata.com
COMING SOON       
Emergency Procedures Please Read

ExCeL London
+44 (0) 207 069 5000
info@excel.london

Click Here       
Health and Safety Declarations 14th September 2022

The Operations Team
+44 (0) 203 978 1672
ltops@closerstillmedia.com

Click Here       
Risk Assessment Complete & Bring

The Operations Team
+44 (0) 203 978 1672
ltops@closerstillmedia.com

Click Here       
Shell Scheme Specification Please Read Moyne
+44 (0) 208 997 8596
info@moyne.co.uk
Click Here       
Venue Guide to Traffic Marshalling Please Read

ExCeL London
+44 (0) 207 069 4568
parkingonline@excel.london

Click Here       

Venue Site Map Please Read

ExCeL London
+44 (0) 207 069 4568
parkingonline@excel.london

Click Here       
 Optional Task List
Tasks Due Date Contact Details Action
Accommodation 12th October 2022

Event Express
+44 (0) 1905 732 737
reservations@eventexpressuk.com

Click Here   
Audio Visual 28th September 2022

Euro Presentations
+44 (0) 208 830 5030
davidelliott@europresentations.co.uk

Click Here       
Catering TBC

ExCeL Hospitality
+44 (0) 207 069 4100
sales@excelhospitality.london

Click Here       
Electrics (Power & Lighting) 23rd September 2022

Moyne
+44 (0) 208 997 8596
info@moyne.co.uk

Click Here       
Furniture 23rd September 2022

Moyne
+44 (0) 208 997 8596
info@moyne.co.uk

Click Here       
Graphics (Stand Panels, etc.) 2nd September 2022

Insite Graphics
+44 (0) 7970 568042
hannah@insitegraphics.co.uk

Click Here       
Internet and WiFi 14th September 2022

ExCeL Venue Services
+44 (0) 207 069 4400
itc@excel.london

Click Here         

Logistics TBC

GES Logistics
+44 (0) 121 782 4433
event.logistics@ges.com

Click Here       
Shell Scheme Extras 23rd September 2022

Moyne
+44 (0) 208 997 8596
info@moyne.co.uk

Click Here       
Stand Personnel 14th September 2022

Bond Associates
+44 (0) 845 130 4548
info@bondassociates.co.uk

Click Here       
Venue Services (Air, Gas, W&W) 14th September 2022

ExCeL 
+44 (0) 207 069 4648
pipedservices@excel.london

Click Here       

EVENT TIMETABLE & TECHNICAL FLOORPLAN

Event Timetable

 Build
Wednesday 12th October 2022 15:00 - 20:00hrs All Exhibitors

 

 Open
Thursday 13th October 2022                                        *09:00 - 17:00hrs *exhibitor access from 08:00hrs

 

 Breakdown
Thursday 13th October 2022             17:30 - 22:00hrs All Exhibitors        

 

Please Note:

  • Power on each open day of the event will terminate 30 minutes after the exhibition closes, unless a 24hr supply has been ordered via Moyne (the official electrical contractor). 
  • It is a contractual requirement that your stand is not dismantled in any way, nor products removed, and that your stand remains manned until the event has officially closed and the hall is clear of all visitors.
  • For security reasons, exhibitors are advised not to leave their stand unattended at any time during Build and Breakdown. 
  • It is the exhibitor's responsibility to remove all stand materials, packaging and waste from the hall. Please note a £500 +VAT fee will be levied for the removal of discarded items.

Technical Floor Plan

To download a copy of the technical floor plan, please click here. This is correct at the point of download and is subject to change.

If you have any queries regarding the technical floor plan, please contact The Operations Team.

SHELL SCHEME INFORMATION

Definition
Exhibitors who have booked a Shell Scheme stand will have Moyne Shell Scheme which includes walling, carpet, ceiling grid and a fascia nameboard. If you would like your fascia to be removed, please request this via email to Moyne, not later than Wednesday 5th October 2022.

Your company name will be displayed as it appears on your event guide entry - in all capital letters.

Carpet
Grey cord carpet is included within your shell scheme stand. If you wish to change the colour of your carpet, you can do this for an additional cost directly with the official contractor Moyne, via your My To Do List. Your stand carpet cannot be the same colour as the aisle carpet.

Electrics

Please note that electrics are NOT included with your stand booking.

As an exhibitor, it is your responsibility to order an adequate power supply for your stand. Failure to do this will result in delays on-site and can create a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final.

Moyne is the official electrical contractor, and responsible for carrying out all electrical connections on stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be carried out by Moyne.

Please place your order via your My To Do List under Electrics (Power & Lighting), and by the deadline to avoid surcharges. A grid plan must be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes. Exhibitors and their contractors are also advised to contact Moyne to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

  • 500 watt sockets: PC computers, TVs, videos, spotlights to 500w, small refrigerator
  • 1000 watt sockets: domestic filter coffee machines, lighting up to 1000w
  • 2000 watt sockets: kettles*, machinery up to 2000w
  • 3000 watt sockets: hired coffee machines, machinery 2000w to 3000w

*These appliances are of varying power requirements dependent upon type and manufacturer.  It is therefore essential that:

  • the reference tag or plate is fitted to each appliance, and is legible
  • the loading in watts or kW is stated
  • the appropriate size socket be ordered. 

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Moyne.

Furniture

Please note that furniture is NOT included with your stand booking.

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to Furniture Hire section in your My To Do List to place your order. Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens, and will collect at the end of the show.

Graphics

You can order graphics for your stand with Insite Graphics. If you chose to do so, they will be placed for you before your arrival onsite and removed after the end of the show. You can place your order via the 'My To-Do List' under Graphics (Stand Panels etc) before the indicated deadline. 

If you are providing your own graphics, please ensure that the shell scheme panels are not damaged. For advice on what can be used to secure graphics, positions of poles, weight limits walls when applying plasmas/graphics etc., please contact Moyne directly.

PLEASE NOTE: No items are to be fixed or suspended from the fascia nor ceiling grid, as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Moyne are happy to provide advice where needed, and you must ensure that you consult with them if you do wish to do this.

Nameboard
This is included as part of your Shell Scheme stand and it will display your stand number and company name.

Please submit the Nameboard form via the 'My To-Do List' before Wednesday 5th October 2022. If you fail to submit this form prior to the deadline date, your company name will be displayed as it appears on your contractual agreement with the event, any amendments to this will incur an additional fee.

HEALTH & SAFETY

Key Requirements

  • Health and Safety Declaration Form: All exhibitors MUST complete and submit this by the deadline given to indicate their commitment to health & safety at the exhibition. This can be found in the My To Do List section of the technical manual.
  • Risk Assessment: All exhibitors must complete a risk assessment (RA) for the exhibition, which covers the activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must be able to produce it on-site if called upon to do so. 

Exhibitor Responsibilities

As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors, and visitors so far as is reasonably practicable throughout the exhibition. You should also ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments. You must provide proper information, instruction, training, and oversee all parties working for you throughout the show's tenancy.

You should check that any of your contractors, suppliers, agents etc. have a health & safety policy, and is suitable to the exhibition environment.

When designing your stand, you must consider the working hours of the event alongside the capabilities of the onsite construction team, and any equipment they may need such as suitable materials and personal protective equipment (PPE) (e.g. suitable footwear, clothing, and high-visibility jackets).

Your attention is drawn to the Health & Safety at Work etc Act (1974) and the regulations made under this Act, and you are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of UK law and could result in the prosecution of an exhibitor/contractor by the Health & Safety Executive (HSE). Among the statutory duties listed under the health & safety legislation, the following are particularly relevant to this event, although are by no means exhaustive:

  • The safe use and storage of Chemicals, flammable liquids, and substances, and are removed from the exhibition venue after use or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or tips.
  • Companies have a duty to co-operate with other employers (e.g. Exhibition Organisers) when sharing a workplace, whether temporarily or permanently.
  • All electrical work within the Halls will be carried out by the Organisers’ nominated contractor. Compliance with the Electricity at Work Regulations 1989 is mandatory.
  • Emergency gangways must be maintained throughout tenancy.
  • Understand the Fire and Emergency Procedures of the venue, which will be circulated to all exhibitors and contractors, and include the location of the Medical Centre within the venue.
  • All fluorescent lighting is removed from the exhibition venue, and disposed of appropriately. Please click here for suggestions on how to recycle your spent lamps.
  • Work areas are maintained free from general waste materials, which could be hazardous to other operatives.
  • A written company Health and Safety Policy should exist if the company has 5 or more employees.
  • Lifting equipment is used by competent and trained personnel, i.e. the event's official Freight and Logitstics supplier.
  • All stand materials used for construction or display comply with Local Authority Standards, and not less than British Class 1 standards of flammability.
  • Ensuring portable electric equipmentis:
    • used for the purpose for which it's designed
    • fitted correctly with the appropriate safety guards, and used
    • used with the minimum length of trailing leads
    • not left unattended with a live power supply to it.
  • Operatives to wear suitable PPE where identified in their Risk Assessment, including eye, ear, foot, and hand protection, and hard hats when working beneath or near overhead working.
  • A suitable and sufficient Risk Assessment should exist in respect to all the significant risks taking place onsite. 
  • At least one competent Safety Adviser must be appointed to assist in overseeing all health & safety responsibilities onsite.
  • Only scaffolding that incorporates standard safety features may be used, and that any tower scaffold in use is properly stabilised prior to and during use.

Working At Height

The UK Work at Height Regulations (2005) applies to all work at height where there is a risk of a fall liable to cause personal injury, and places duties on employers, self-employed, and any person who contracts work to other. Working at height requires appropriate management and safe working methods. One of the most common causes of accidents within the halls is the use of the wrong height ladders, or working at height without the correct equipment (e.g. standing on chairs).

Ladders for work over 4m are not permitted. When working at height:

  • Use only ladders with industrial rating as per manufacturer's instructions
  • Stand no higher than the 2nd step from the top, and do not overreach
  • Set ladder on a flat surface and ensure another person steadies the ladder
  • Inspect rungs and rails for damage each time they are used.

All accidents, incidents and near misses must be reported to the organiser’s immediately.

Stay safe on site! Please click the link for more information on the Stop-The-Drop campaign to reduce the number of working at height accidents, which was created for the events industry in conjunction with the Association of Event Organisers (AEO), Event Supplier and Services Association (ESSA), and Association of Event Venues (AEV): www.stop-the-drop.co.uk.

Exhibitor Health & Safety Checklist

Have you remembered to...

  • Submit your health & safety declaration form?    
  • Write a risk assessment to cover all activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must produce it on-site if called upon to do so.
  • Appoint a competent and reliable stand contractor, and passed on all regulations in this technical manual to them?
  • Communicate and train all relevant persons on the key risks and control measures identified in your risk assessment?
  • Share the emergency procedures contained within this technical manual with all your staff & contractors?
  • Ensure that your stand design can be erected and dismantled safely and within the times stated?
  • Plan your time during build and breakdown? Can your stand design be erected and dismantled safely and on-time?
  • Plan a rota to ensure all staff receive sufficient & regular breaks?
  • Ensure your stand contractor has submitted the stand plans, and all supporting health and safety documentation requested in this technical manual, on time?
  • Review your findings after the previous show to improve areas which need attention, such as where incidents occurred, and to take the appropriate action for this event?
  • Appoint a safety adviser (if appropriate)?
  • Read the eGuide for areas where you are in doubt?

Vehicle Movement

If arriving by vehicle, ExCeL London venue regulations state it is compulsory to wear high-vis vests in the ExCeL London vehicle loading areas. Please ensure all staff driving to the halls or arriving onsite to load/unload outside the vehicle loading door areas are wearing high-vis vests. If you do not have them available, you will be required to purchase them.

Smoking

The venue implements a non-smoking policy in accordance with UK Law, this also applies to e-cigarettes and vaping. Designated smoking areas are located outside the venue.

Emergency Procedures

For more information on the venues emergency procedures, please refer to the emergency procedures section within your My To Do List.

CDM REGULATIONS

In April 2015 the Health and Safety Executive introduced the Construction Design & Management Regulations (CDM) into the exhibition industry, to provide a framework to help ensure that your participation at this event is carried out safely. The regulations apply during times when the event is in construction/deconstruction, and the control measures differ for shell scheme exhibitors and space only exhibitors, so please read the relevant section below for you.

Shell Scheme Exhibitors

If CloserStill Media is building your shell scheme stand (via the official show contractor Human Built), and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the Health and Safety tab below.

Space Only Exhibitors

It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three separate people for each role, as some roles may fall under one person’s remit, but you must make sure that the below-listed duties are carried out regardless.

  • Individual Client: this is you as an exhibitor. You are primarily responsible for appointing a competent contractor to build your stand, and making sure they have all the information needed to create a structurally sound and safe stand. Duties also involve:
  • Ensuring the below roles are fulfilled. The majority of the responsibilities can be delegated to your stand designer/builder if you use one.
  • Ensuring that all construction work is carried out safely and within the times stated in this manual. This can also be delegated to your stand designer/builder if you use one. 
  • Employing competent staff for the work required.
  • Ensure all appropriate paperwork requested in this manual, including a construction phase plan, is submitted on time. Your stand designer/builder can also do this for you by completing the stand plan submission form
  • Role 1. Principal Designer: this is the person in charge of the design of your stand. They must ensure that:
  • All planning, design and pre-construction work is carried out in accordance with the regulations in this technical manual.
  • Competent staff are employed for the work required.
  • They produce and submit all appropriate paperwork requested in this manual on time, including a construction phase plan, and prepare an onsite health & safety file.
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with your appointed contractors in advance of the event.
  • Role 2. Principal Contractor: this is the person who is in control of the build and breakdown of your stand. They must ensure that:
  • Work is carried out as per the documentation approved by Select International Events, with no risks to health & safety.
  • Competent staff are employed for the work required.
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with their staff and any appointed sub-contractors in advance of the event.
  • Access on to your stand is restricted depending on the work being carried out at the time (e.g. approriate PPE is worn where appropriate).
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown pass, and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events.
  • They liaise onsite with the organiser's operations team and their appointed floor managers.
  • Role 3. Sub Contractor: this is the person working on the stand either under or alongside the principal contractor. They must ensure that:
  • Work is carried out as per the documentation approved by Select International Events, with no risks to health & safety.
  • Competent staff are employed for the work required.
  • Adequate information and training is provided to the onsite team.
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown passes, and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events.
  • They liaise onsite with the principle contractor, the organiser’s operations team and their appointed Floor Managers and their appointed floor managers.

There are instances when you, as the exhibitor, could be all of the above roles if you plan, design, build and breakdown your own stand. If this reflects your situation, you will need to submit a construction phase plan along with all appropriate paperwork requested in this manual.

Safety Planning Supervisor

The Organisers recommend that you also appoint a safety planning supervisor to manage your stand build's on-site health & safety delivery. This supervisor will have specific responsibility for managing health & safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show), and be responsible for the undertaking the Health and Safety requirements listed in this manual.

GENERAL INFORMATION (A-Z)

Tip: Type Ctrl+F to search for a particular word/phrase.

Accommodation
Event Express are the official accommodation agent for the exhibition, to make a booking, please refer to the link via the 'My To-Do List' under Accommodation.

Please beware of hoax accommodation agents. If you have any concerns regarding this, or for more information, please refer to the AEO Website.

Activities and Demonstrations
Should you wish to carry out any demonstrations on your stand, please detail these in your Health & Safety Declaration found in the 'My To-Do List'.

The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show or surrounding exhibitors. You will need to email Beth Cummins your Risk Assessment should this be requested via email. A few examples of risks are listed below.

  • Animals
    • Not permitted during the build and breakdown.
    • Written consent for any animal, wild or domestic, must be obtained from the venue before they are permitted on the premises (except assistance animals).
  • Children
    • Local Authority Health & Safety regulations prohibit the presence of under 16s in the halls during build and breakdown. The Exhibition is a trade event and the nature of the exhibits during the open period will reflect this, as such, it is not a suitable environment for children. There are no crèche facilities at this event.
    • They are only permitted during the open period if necessary to your stand activity, otherwise, they are not permitted at any point.
  • Water features
    • Arrangements for filling and subsequent removal of water must be agreed with the venue or the venue's official contractor and features must be designed in such a way that filling and emptying can be completed within the tenancy.
    • All equipment and/or exhibits are required to conform to HSE approved Code of Practice entitled Legionnaire’s disease: The control of legionella bacteria in water systems (L8). By-laws of the relevant Water Authority must also be adhered to.
  • Balloons
    • Gas-filled balloons must be adequately secured to the stand. A charge may be made for retrieval if any escape to the roof or for any damage to air-handling units.
    • Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
    • Balloons can hang only over your own stand.
    • All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
    • A plan must be submitted to the organisers detailing location, height and method of attachment.
  • Food & drink
    • Exhibitors may give away tasting samples of their products subject to the following conditions:
      • Tea, coffee or soft drinks may not exceed 1.75 fluid ounces (50ml)
      • Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml)
      • Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml)
      • Spirits and similar may not exceed 0.18 fluid ounces (5ml)
      • Unwrapped food - bite size portions
      • Individually wrapped items (for off-site consumption only).
  • Hands-on treatments/Massage
    • Special licenses will need to be obtained in advance.

For more guidance, please refer to the eGuide.

Address
You are able to deliver and collect items from your stand within the Build & Breakdown timings shown within the 'Event Timetable' tab.

Please note that neither the Organiser nor the Venue can accept responsibility for items, so there MUST be someone from your company to sign for them (using the address below):

Your Contact Name / Mobile Number
Your Company Trading Name
Your Stand Number

Learning Technologies Autumn Forum
Capital Suites
ExCeL
Sandstone Lane
London
E16 1XL

When your vehicle arrives onsite, please report to the Traffic Office (post code E16 1SL) where you will be issued with a timed vehicle access pass, you will then be directed to the appropriate gate to unload/load.

Due to the limited build time for LTAF, it may not be possible for couriers to deliver during these hours. As an alternative, you should contact GES Logistics who can sign and store your items securely for you until you arrive.  They will be able to quote depending on the number and size of your delivery. Please refer to the Logistics link via the 'My To-Do List', please note there will be an additional cost for this service.

Audio Visual Equipment
The official supplier for the show is Europresentation, their order form and contact details can be found in the Checklist.

Please refer to the Audio Visual Equipment link via the 'My To-Do List' for the services available from our official contractor Euro Presentations. 

Alternatively please email Carlton Walcott who will be able to answer any questions.

Any orders completed after the deadline date may incur a surcharge.

Badges & Passes
No one will be permitted into the exhibition hall during build-up, open period or breakdown without the appropriate pass.

Build: All exhibitors and contractors must have a Build & Breakdown wristband to access the hall during Build which can be collected from Security on arrival.  This pass will be valid during Breakdown as well. 

Open: Every member of staff who will be working on the stand during the open period of the exhibition requires an Exhibitor Badge. These badges must be worn on-site at all times. Please refer to the Exhibitor Badges link found in your EZone to place your order. The badges are not mailed pre-show and can be collected from Registration

Breakdown: All exhibitors and contractors must have a Build & Breakdown wristband to access the hall during Build which can be collected from Security on arrival.

Banking Facilities
The nearest Bank is Halifax located at 286-288 Barking Road, London E13 8HR, if you would like to contact them directly call +44 (0)207 474 9157.

You will find two HSBC Machines at the West End of the boulevard, as well as a Barclays and HSBC ATMs situated in the Boulevard on level 0, and one at the East end of the Boulevard by N6/S6.

The nearest Bureau de Change is located at Canary Wharf, 10-minutes from ExCeL London.

Business Facilities
Photocopying, faxing and IT facilities, including Internet access, are available from the Business Service Centre, located on level 0 of the boulevard between S4 and N4 Hall Entrances.

There are charges for these and additional services.

Canvassing
All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional activities including literature distribution is restricted to the limits of their stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organiser's Office immediately.

For details of opportunities available in the halls, please contact any of the Sales Team under the 'Contact Us' section.

Car Parking
All onsite parking is directly beneath the venue and is pay and display, with the exception of the Royal Victoria multi-storey car park where car park tickets are issued via a barrier system on entry and payment should be made on departure.

For more information please visit the ExCeL Website or call +44 (0)207 069 4568 (within office hours).

Carpet
Venue carpet (grey) is included within your Shell Scheme stand. If you wish to change the colour of your carpet you can do this for an additional cost with the official contractor Full Circle via the 'My To-Do List' under Carpet.

Catering
Venue regulations state that all food and drink to be consumed on or given away from a stand (other than exhibitors own products) must be purchased from venue catering department, Amadeus. Please use the order form within the 'My To-Do List' under Catering Form to view their services.

Unfortunately, the venue do not allow any exhibitor to offer food provided by themselves unless they are registered as a food business with their local authority and a proof of registration is provided.

Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise the organisers, please email Beth Cummins with details and refer to the 'Sampling' section of this A-Z.

Cleaning
Stands will be cleaned before the show open period. 

Exhibitors requiring emergency cleaning during the exhibition should contact the Organiser's Office.

Please dispose of any liquids so as to avoid spillage and damage to the carpets. Waste materials should not be abandoned on site or deposited into the venue waste disposal containers and skips without the venues prior agreement.

Please note that any waste left in the halls will be charged back to the exhibitor at £500 +VAT.

Cloakrooms
The main cloakroom is by the entrance to the Capital Suite. 

Columns
There are no columns on any stands at ExCeL London.

Convenience Store
There is a Tesco and a Nisa located by the Crowne Plaza, offering products like newspapers, cigarettes, and confectionery

Deliveries
You are able to deliver and collect items from your stand within the Build & Breakdown timings shown within the 'Event Timetable' tab.

Please note that neither the Organiser nor the Venue can accept responsibility for items, so there MUST be someone from your company to sign for them (using the address below):

    Your Contact Name / Mobile Number
    Your Company Trading Name
    Your Stand Number

    Learning Technologies Autumn Forum 
    Capital Suites
    ExCeL
    Sandstone Lane
    London
    E16 1XL

If this is not possible, please contact GES Logistics who can sign and store your items securely for you until you arrive, they will be able to quote depending on the number and size of your delivery. Please refer to the Logistics link via the 'My To-Do List', please note there will be an additional cost for this service.

When your vehicle arrives onsite, please report to the Traffic Office (post code E16 1SL) where you will be issued with a timed vehicle access pass, you will then be directed to the appropriate gate to unload/load.

Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, Shell Scheme stands, hired accessories, etc. within their stand area and any damage will be charged back to the exhibitor.

All exhibits and materials must be cleared from the venue and a charge of £500+VAT will be levied for the removal of any abandoned articles, including carpet tape and literature.

Ducts
Services like electrics, telecoms, water & waste are pulled from the venue floor. If you would like a duct plan for your stand, please contact Beth Cummins.

Electrics
It is necessary for a stand in each block to house the mains box.  You will not be advised if it will be housed in your stand.

Moyne are the official electrical contractors, please place your order via the My To-Do List section under Electrics (Power & Lighting).

Moyne are responsible for, and will carry out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains and on-site wiring must be carried out by Moyne.

Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders. Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes.

  • Basic Guidelines: 
    • 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refrigderators
    • 1000 watt sockets: domestic filter coffee machines, lighting up to 1000W
    • 2000 watt sockets: kettles*, machinery up to 2000W
    • 3000 watt sockets: hired coffee machines, machinery 2000W to 3000W
    • * These appliances are of varying power requirements dependent upon type and manufacturer.  It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket be ordered. 

As an exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final.            

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting GES.

Emergency Procedures
Please pay careful attention to the Emergency Procedures located in the 'My To-Do List' section.

Fire extinguishers (water type) will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. 

Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practical. For more information please follow this link: www.gov.uk/equality-act-2010-guidance.

For venue information, please go to the ExCeL Website

First Aid
The First Aid room is located on Level 0 in the Boulevard between S4 and N4 Hall Entrances. If you require first aid please contact the medical treatment room on +44(0)20 7069 5556.  

If urgent medical assistance is required, do not call the emergency services direct but contact either the Organiser's Office or the Security Team on +44(0)20 7069 4444 (internal 4444) and they will coordinate the medical team and the emergency service arrival.

Furniture
Furniture is NOT included with your stand booking. 

Furniture can be hired from our official contractor Thorns, alternatively, you can use your own. Please refer to Furniture Hire on the 'My To-Do List' section for contact details and the online order form. Furniture should be ordered as early as possible to avoid non-availability of stock.

When hiring furniture with Thorns, they will deliver the furniture to your stand the day before the show opens and will collect at the end of the show on the second day.

Graphics
If you have a Shell Scheme stand you can order graphics for your stand with Insite Graphics. If you chose to do so, they will be placed for you before your arrival onsite and removed after the end of the show. You can place your order from the link within the 'My To-Do List' section before the indicated deadline.

If you are providing your own graphics, please ensure that the Shell Scheme panels are not damaged. We recommend attaching graphics using double-sided Velcro or double-sided tape.

PLEASE NOTE - no items are to be fixed or suspended from the fascia or ceiling grid as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Moyne are happy to provide advice and you must ensure that you consult with Moyne if you do wish to do this.

Insurance
Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. Please note that Exhibitor insurance policies do not cover stand contractors and any subsequent sub-contractors, and as such, contractors are now required to submit proof that they have adequate insurance cover.

We recommend that contractors erecting complex structures should have a minimum of £5,000,000 Public Liability and also must be able to provide proof of Employer Liability insurance. Contractors erecting standard structures should have a minimum of £5,000,000 Public Liability and also must be able to provide proof of Employer Liability insurance.

Internet & Telecoms
ExCeL has free WiFi across the venue; the network name is 'ExCeL Free WiFi'. Please note that this service is complimentary, and therefore not supported by the ITC team. It is only suitable for email checking and suchlike. If you need to demonstrate a product requiring a reliable connection we advise you order a hotspot/Wi-Fi or a hard connection for your stand

To order hotspot/WiFi or a hardwire connection for your stand please see Internet & WiFi within the 'My To-Do List' or contact ExCeL Event IT on +44 (0) 207 069 4400 or email itc@excel.london.

Lost Property
For property lost during the exhibition, please report to the Organiser’s Office to see if it has been handed in.

Any lost property after the show is passed over to the venue, they can be contacted on +44 (0)20 7069 5000.

Maintenance & Repair
Maintenance work to stands must be carried out the evening prior to open or after the close of show by prior arrangement with the Organisers. No maintenance will be permitted during the open hours.

Music Licences
If you wish to play music on your stand please click here for more information regarding music licences. The cost for licences is roughly £100 + VAT

Nameboard
All Shell Scheme exhibitors have a fascia nameboard included with their shell scheme package, this will display your stand number and company name.

Your nameboard will be provided by Moyne and the company name will be displayed as it appears on your event guide entry - in all capital letters.

If you would like your fascia to be removed, please request this via email to Moyne by Wednesday 5th October 2022.

Organiser's Office
The Organiser’s Office will be manned at all points throughout the show, if you have any queries, please feel free to come and see us during build, open and breakdown.

Parking
For more information please visit the ExCeL Website or call +44 (0)207 069 4568 (within office hours).

Photography
To avoid unnecessary canvassing of exhibitors, the official photographer has been appointed to undertake all photography for the show and no other photographers will be allowed into the hall without prior written consent from the Organisers. Please contact the team via the details on the Contact Us section.

Piped Services
The venue acts as the official contractor solely responsible for the supply and connection of natural gas, compressed air, water and waste services. Please note that water and waste is only available at specific points within the hall. You must have a duct on your stand to have piped services. Therefore you may require a 100mm platform floor to hide any service pipes on either your own or a neighbouring stand. Please refer to Venue Services - Air, Gas, Pipe Services, W&W found in the 'My To-Do List'.

Post Boxes
There are two post boxes one at the west of the venue by the taxi rank and one at the entrance at the east by the taxi rank.

Prayer Room
The prayer room can be accessed through the grey door next to the S9 entrance on the boulevard.

Public Address System (Tannoy)
The public address system is for use by the Organiser’s and Authorities only, made from the Organiser’s Office.

During the open period only official and emergency messages will be broadcast.

Sampling
Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise Beth Cummins, this information is then passed to the venue. Venue regulations state that all food and drink to be consumed on or given away from a stand (other than exhibitors own products) must be purchased from venue catering department, ExCeL Hospitality. Please use the Catering Form within the 'My To-Do List' to view their services.

Exhibitors may give away tasting samples of their products subject to the following conditions:

  • Tea, coffee or soft drinks may not exceed 1.75 fluid ounces (50ml).
  • Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml).
  • Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml).
  • Spirits and similar may not exceed 0.18 fluid ounces (5ml).
  • Unwrapped food - bite size portions.
  • Individually wrapped items (for off-site consumption only).

If, in the opinion of the venue (ExCeL Hospitality), an exhibitor contravenes these conditions and provides a significant level of hospitality catering or sampling from its stand, they reserve the right to charge the exhibitor a corkage or concession fee.

Security
The 24hr security provided by the Organisers is designed to prevent unauthorised access to the hall, NOT to secure the contents of your stand. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with personal items such as mobile telephones and laptop computers.

Please help the organisers with the security of the halls by informing the Organiser’s Office immediately of any security issues.

Please note that most hired cabinets have common locks and should NOT be regarded as secure units.

Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security form and report the incident to the police.

Please note that neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.

Smoking
ExCeL implements a non-smoking policy in accordance with UK Law.

Smoking (including e-cigarettes) is only permitted in designated smoking areas located to the east or west of the venue.  

From the 13th of February 2017 smoking is no longer permitted on the lorry way at ExCel. 

Stand Personnel
Bond Associates has one of the most extensive databases of event staff available, with over 500+ staff registered for work across the country. Their associates can be hired on a temporary or permanent basis.

For further information, please refer to Stand Personnel via the 'My To-Do List'. 

Bond Associates, ADM 3884, London, SW1A 1ZW

T: +44 (0)845 130 4548

E: info@bondassociates.co.uk

W: www.bondassociates.co.uk

Storage & Logistics
Unfortunately there are no storage facilities at the Venue and any company requiring this facility should contact the official Shipping and Storage contractor for a specific quotation. Please refer to Logistics via the 'My To-Do List' for contact details and link to order form.

You are also advised that fire regulations prohibit the storage of empty crates, packing materials and exhibits behind stands.

Taxis
There are Taxi ranks on both the East and West entrances of the venue.

Toilets
There are toilets located within the Capital Suite.

Disabled toilets are also located within the Capital Suite as well as in the following locations:

  • Red blocks S9/S10
  • N10/N11 level 0
  • Prince Regent walkway
  • Level 0 East
  • Capital Suite level 2 and 3

Venue Map
For a map of the venue please refer to the Venue Site Map via the 'My To-Do List'.

Waste Disposal
You are required to remove all standfitting material and waste generated at the end of breakdown. Any rubbish left in the hall will be skipped by the ExCel Cleaning Department and you will be charged a fine of £500+VAT. We will take digital photos of each area as proof and an invoice will be sent to you after the event.

Please contact the ExCel Cleaning Department on +44 (0)207 069 4500 for a quotation on skip hire.

Please note that waste materials, however innocuous, should not be abandoned on-site, discharged into the drainage system nor deposited in ExCeL waste disposal containers or skips. The cost of any clearing, repairs to the drainage system or of making good any other damage caused by such unauthorised discharge will be passed to the relevant exhibitor. Disposal of such substances are subject to "Control of Substances Hazardous to Health Regulations 1988" (COSHH). Toxic waste shall be placed in closed containers, marked accordingly, and special arrangements made with ExCeL regarding their disposal.

Should it be necessary for waste material to be removed, the ExCel Cleaning Department can provide quotations for special skip hire.

Any rubbish left in the hall will be skipped by the Cleaning Department and £500+VAT will be charged to the relevant exhibitor.

VENUE, TRAVEL & PARKING

Venue
ExCeL London, is one of the world’s busiest international business hubs, and can be reached by more people, from more destinations, in less time than any other city in the world. It’s known for its accessibility and with a wide range of low-cost rail and air links to global cities. Getting to ExCeL London couldn’t be easier!

Travel
ExCeL London is accessible by:

  • Underground & DLR
  • Rail
  • Driving
  • Air Travel
  • River & Cable Car
  • Cycling

For more information, please click here.

Parking

If you are driving to ExCeL, there are over 2,000 parking spaces available.  Parking is available on a first come, first served basis, using pay and display. Parking costs £20 for 24-hours across all our car parks. Parking is available for cars, transit vans and minibuses up to 3.5T.

For more information, please visit the ExCeL Website or call +44 (0)207 069 4568 (within office hours).

COVID-19 GUIDELINES

Exhibitor COVID-19 Guidelines

We are committed to the health and safety of our visitors, exhibitors, contractors, and the wider community. Our COVID-19 safety plan reflects the requirements of the UK government, the local authority, our industry association the Association of Event Organisers (AEO), and the venue. We constantly review the latest guidance and will continue to adapt these guidelines where necessary to ensure we keep visitors, exhibitors, contractors, and the wider community protected and informed of any changes.

Air Quality & Ventilation

Venue ventilation has been increased in line with latest Chartered Institution of Building Services Engineers guidance and recommendations.

Cashless Payments

Food and drink can be purchased using contactless payment, to minimise contact points and to provide a speedier service.

Cleaning

Along with the venue, we are conducting a thorough, enhanced cleaning regime of all features and public areas prior to and during the event open period. Exhibitors are also encouraged to:

  • Implement a regular cleaning regime for your stand, ensuring a deeper clean before, during, and after the event each day. Particular attention to be paid to high traffic touch points such as meeting rooms, information desks, displays, and handrails.
  • Have a cleaning log positioned in a prominent location on your, as a useful way to capture and demonstrate your cleaning regime.
  • Where possible, bring/hire furniture that can be cleaned easily.

COVID-19 Status Checks

In line with current UK government guidance, we encourage people to take a lateral flow test before arriving at the venue, but this is not a condition of entry.

Face Coverings

Whilst face coverings are not required by law, the UK government guidance advises people to wear a face covering in enclosed or crowded spaces where you many come into contact with other people you do not normally meet. Therefore, we support those who choose to wear a face covering at the event.

Hand Cleanliness

There will be hand sanitising stations available in the venue public spaces, and inside the event in high traffic areas. All persons onsite are encouraged to carry their own hand sanitiser. Exhibitors are encouraged to provide hand sanitisers on their stands, for staff and visitors. All are encouraged to wash their hands frequently throughout the event, and toilets will be open to enable this.

Hotels

Accommodation offered by our preferred supplier, Event Express, is StaySafe™️ classified. The StaySafe™️ Accreditation identifies hotels that have COVID measures in place, including mobile check-in, contactless keys, destination only lifts, and specially sealed doors.

Registration

To minimise delays in accessing the hall, and for security measures, all visitors, exhibitors & contractors must pre-register before arriving onsite. Exhibitors & contractors can pre-register for Build & Breakdown Pass to access the event during the build and breakdown periods. Exhibitors can pre-register for Exhibitor Badges to access the event during the open period. Once you have received your badges in the post or via email, please ensure you bring it with you to aid access onsite.

Risk Assessment

You must consider transmission of COVID-19 as a risk in your Risk Assessment, and outline the control measures you will implement to minimise the risk.

Social Distancing

Rather than exchanging business cards, we encourage you to use data capture devices to ensure contact free sharing of business details – this could be in the form of a QR code for visitors to scan. Details of solutions that can be offered by our registration partner Circdata, can be found via the E-zone.

Please be conscious of the space around you, giving people distance where possible. Check before initiating personal contact. For the increased comfort of visitors, consider arranging meetings in advance at less busy times. Avoid building small, enclosed spaces for people to meet and work, unless adequately ventilated.

Symptoms

Before travelling to the event, we ask everyone to take personal accountability for their health and those around them by adhering to our COVID-19 safety measures. Do not attend if you are displaying symptoms, have been asked to self-isolate, or live with an individual who has symptoms of COVID-19. You can find out more about COVID-19 symptoms here.

Travel

If you are travelling to the event from overseas, please check the travel advice for the country you are travelling from, and to.

Resources

CONTACT US

Help is always close to hand, so please feel free any of the team using the details below and we will be happy to assist you with any queries you may have:

 LOGISTICAL & TECHNICAL MANAGEMENT:
Beth Cummins +44 (0) 203 978 1672 b.cummins@closerstillmedia.com
 SALES & SPONSORSHIP:
Ian Smout +44 (0) 1730 817 600 ians@learningtechnologies.co.uk
Jonquil Coy +44 (0) 208 274 0171 jonquil.coy@closerstillmedia.com
Keaton Smout +44 (0) 207 348 5777 k.smout@closerstillmedia.com
 MARKETING & PUBLIC RELATIONS: 
Kristiyan Chovanski +44 (0)  k.chovanski@closerstillmedia.com


 

 

 

Learning Technologies Sponsors