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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 The Operations Team 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.
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
All catering must be ordered with ExCel London directly, please see the Checklist for the order form.
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)
Dentistry Show London 2022
Halls N5 - N8
ExCeL
Sandstone Lane
London
E16 1XL
If this is not possible, please contract GES Logistics who can sign for and store your items securely for you until you arrive to collect, they will be located by lorry door N6.
When your vehicle arrives onsite, please report to the Traffic Office where you will be issued with a timed vehicle access pass, you will then be directed to the appropriate gate to unload/load.
Audio Visual Equipment
The official supplier for the show is PSP AV, their order form and contact details can be found in the Checklist.
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 Pass to access the hall during Build. You need to print your own pass from the Build & Breakdown Pass link via the 'My To-Do List'. This must be bought onsite with you and exchanged for a wristband. 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 14:00hrs on the last day of build from Registration
Breakdown: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall during Breakdown. You need to print your own pass from the Build & Breakdown Pass link via the 'My To-Do List'. This must be bought onsite with you and exchange for a wristband. This pass will be valid during Build as well.
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 and IT facilities, including Internet access, are available from the Business Service Centre, located on level 0 of the boulevard.
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.
For more information, please visit the ExCeL Website or call +44 (0)207 069 4568 (within office hours).
Carpet
If you have a Shell Scheme Stand 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 with the official contractor Moyne via the 'My To-Do List' under Carpet. If you would prefer a platform, this can also be ordered via Moyne.
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, ExCeL Hospitality. 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 The Operations Team with details and refer to the 'Sampling' section of this A-Z.
Cleaning
All stand carpet will be cleaned on the night before show open in preparation for the opening morning.
Stands will be cleaned daily during the show open period. This does NOT include the cleaning of actual exhibits or the second level of multi-storey stands. If you require these to be cleaned please contact ExCeL London Cleaning on +44 (0)207 069 4500.
Where stands are constructed with offices or interiors, or if a night sheet is being used, duplicate keys clearly labelled should be left with the Organiser's Office to allow access for cleaners.
Exhibitors requiring emergency cleaning during the exhibition should contact the Organiser's Office (although light cleaning will be possible during show opening hours, vacuuming will not be possible until the close of the show).
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
Venue cloakrooms are open during event hours and are provided complimentary (subject to availability). The cloakrooms are located on level 0 (down the stairs, in between hall entrances N4 & S4) and at the east end of the venue on level 0.
Columns
There are no columns on any stands at ExCeL London.
Convenience Store
There is a Tesco Express and Nisa Local located by the Crowne Plaza, offering 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)
Dentistry Show London 2022
Halls N5 - N8
ExCeL
Sandstone Lane
London
E16 1XL
If this is not possible, please contract GES Logistics who can sign for and store your items securely for you until you arrive to collect, they will be located by lorry door N6.
When your vehicle arrives onsite, please report to the Traffic Office 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 standfitting 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.
Drop Wires
The use of drop wires for any other rigging apart from a lighting rig is only permitted as part of a sponsorship opportunity. To find out more about the opportunities available, please contact Alex Harden.
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 The Operations Team.
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.
- Temporary Power: Space only exhibitors and their contractors are advised to contact the official electrical contractor to arrange a temporary power supply for actual construction of stands if required.
- Basic Guidelines:
- 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refridgerators
- 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. At least two people on each stand should be familiar with the use of fire extinguishers.
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. If you require first aid please contact the medical treatment room on +44(0)207 069 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)207 069 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 Concept, 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 TConcept, 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 Full Vision. 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 Wi-Fi across the venue; the network name is 'ExCeL Free Wi-Fi'. Please note that this service is complimentary, and therefore not supported by the ExCeL Venue Services 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 / Wi-Fi or a hardwire connection for your stand please see Internet & Wi-Fi within the 'My To-Do List' or contact ExCeL Event IT on +44 (0) 207 069 4400 or email exhibitororders@excel.london.
Logistics & Storage
Unfortunately there are no storage facilities at the Venue and any company requiring this facility should contact GES Logistics 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.
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)207 069 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.
Please submit the Nameboard form from the link within the 'My To-Do List' before the indicated deadline.
If you fail to submit this form prior to the deadline date, your company name will be displayed as it appears on your show guide entry, any amendments to this will incur an additional fee.
Your nameboard is provided by Moyne.
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.
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.
Rigging
Lighting rigs are permitted above stands, however if you would like to feature any high level branding this is only permitted as part of a sponsorship opportunity.
All rigged branded banners are considered sponsorship on the show. A media fee agreement needs to be signed with Alex Harden. Stands plans with rigging and rigging orders cannot be processed without the sponsorship agreement in place.
Banner plans including dimensions/weight/materials/rigging points need to be submitted to:
- Select International Events Ltd, along with stand plans, by Wednesday 31st August 2022 (james@selectiel.com) / +44 (0) 203 873 7107)
- ExCeL Venue Services by Wednesday 21st September 2022 (exhibitororders@excel.london / +44 (0) 207 069 4400)
NB: If the banner is deemed as complex, it will be subject to a structural engineer inspection fee of £435 +VAT.
Sampling
Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise The Operations Team, 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 & Vaping Devices) is only permitted in designated smoking areas located to the east or west of the venue.
As of 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.
T: +44 (0)845 130 4548
F: +44 (0)845 130 4549
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 GES Logistics 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 outside the Hall on the Boulevard.
The disabled toilets are located at the following points:
- Red blocks S9/S10
- N10/N11 level 0
- N4/S4, at the back of the North Halls
- South Gallery level 2 and the dock edge on Level 0
- Platinum Suite - levels 2 and 3
- Prince Regent walkway
- Level 0 East
- Capital Suite level 2 and 3
Vehicles on Stands / Mobile Trailers
The Organisers must be notified of any mobile units and motor vehicles being brought into the halls well in advance of the event so that a suitable delivery/collection time can be arranged, please email The Operations Team with details.
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.
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.
