Exhibitor Welcome Pack 16th May 2018 - please ACTION ASAP

Exhibitor Welcome Pack 16th May 2018 - please ACTION ASAP

Exhibitor Welcome Pack - ACTION REQUIRED 16th May 2018, Ashton Gate Stadium

*Important Information Enclosed. Please read and return ASAP

Welcome

You are now officially part of the biggest free B2B expo and networking event in the South West of England.

This is what we refer to as an ‘event-critical’ document!

We want your event to be safe , smooth and successful . A winner! We need to ask now about risks , your insurance & more.

To help us to help make it another superb show, this ‘must read’ document should be reviewed please at your earliest convenience and the signed document (link on last page) completed online promptly by the primary contact for your company.

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Welcome (cont.)

We’re Always Promoting & Improving: • Attracting even more delegates: outdoor advertising (from backs of buses to stations and a special billboard) plus a huge Media Partnership with Trinity Mirror plc • Fleet of free-to-ride First bus shuttles (from city centre and Temple Meads Station etc) • Stands: we’ve got more stand spaces than ever - 260 spaces in total • Keynotes & Workshops centrally-located and great names from Rob Law MBE and Mark Wright, to former Stig, Ben Collins • 2 large, free, close-by official overflow car parks with frequent shuttles from First Buses

You’ll see 8 week’s worth of full-page stories about BSSW in The Bristol Post, Western Daily Press, Bath Chronicle and Gloucester Echo.

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Contents

1. Prepare Your Stand Space Early p 5 Practical Information, Building Your Stand 2. Promotional Opportunities p 10 Adverts, Breakfast Networking 3. Event Information p 13 Set up, Timings, Parking 4. Tickets and Promotion p 16 Exhibitor Passes, Delegate Tickets, Marketing Tool Box/DropBox

5. Exhibitor Documents and Forms to be Read and Returned ASAP p 19 Exhibitor Rules, Risk Assesment, Insurance etc.

Photography by @JonCraig_Photos

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PREPARE YOUR STAND SPACE EARLY

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The Practicalities part 1 Each stand space comes with electricity (1-2 Plug Sockets) and there will be free WiFi throughout the Stadium. There is an option to hire furniture in our booking form as well as get insurance cover. The back of your stand will not be visible as it will be either against a wall or back-to-back with another exhibition stand. Your stand should be free- standing as fixing to the walls is prohibited . 1m x 2m – Mini Stand i.e. 1m (for delegates to walk past) x 2m (to stand within) 3m x 2m – Single Stand i.e. 3m (for delegates to walk past) x 2m (to stand within) 6m x 2m – Double Stand i.e. 6m (for delegates to walk past) x 2m (to stand within) This is your unique exhibition space. You may choose to implement exciting and wonderful methods to engage delegates with your business and stand out from the crowd. * See more tips on planning your stand early here .

Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.

*Please note: the ‘pop up’ stand is for illustrative purposes and is not included in your stand space. The furniture is optional

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The Practicalities part 2

Remember, whatever you choose to do in your stand space, the end goal should encourage high quality interaction with delegates.

We want you to do brilliantly - YOUR success is OUR success

Your Stand’s Backdrop is ‘Event-Critical’ If you do not have your own backdrop to your 3m/6m x 2m stand space (or a 2m x 1m Mini Stand), those visiting your company stand will be, most likely, viewing the electrical cabling, a metal stand frame / blank back of pull- ups or a blank white wall. Please be certain to plan your ‘background’ today, as first impressions count! Your 2 best-possible options are either: - 1m ‘Pull Ups’ (aka roller banners) positioned together (if needs be) - as top right - a ‘Pop Up’ (usually curved, framed ‘system’, often transported with a wheeled carry case with a graphic wrap), 2 small overhead clip-on lights and table top for the case (which then becomes your table), as lower right .

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Creating Your Stand There are many great businesses that can help make your exhibition space look spectacular, some of whom are valued exhibitors of ours. It’s always important to find the right business that works for you, however, below are partners and businesses who we work closely with and highly recommend.

Printing Gemini West is our official

Display and Graphics Our Graphics Partner, N3, will be delighted to give you quotes and talk through options for creating your stand. Make sure you mention to Nigel and his team that you are a Business Showcase Exhibitor to receive 20% discount off normal rates, free 1st hour artwork/design and free deliver-to-stand at BSSW and assistance in installation.

Audio Visual Production People are proud to be the official AV Partner for Business Showcase South West. Their offer will be free delivery and 20% discount off any hire booked in advance of the event.

printing partner. They have a special offer for Exhibitors for this Business Showcase: great for your stand or whatever your printing needs. Please click HERE to see their special printing offers for this event.

You’ll need to quote ‘Business Showcase’ to get the discount.

The Best Expo Stand Award

0117 965 5566 n3display.co.uk

0333 121 5123 productionpeople.org

0117 965 5252 gemini-west.co.uk

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4pm-5pm

Exhibitor Drinks/ VIP Event

For the third time, we will be holding a special Exhibitor/VIP drinks event from 4pm until 5pm. We invite you to join us in The Sports Bar for a relaxed hour of networking amongst a very special ‘club’ - you, the exhibitors! Please Note: those who’ve booked a Mini Stand will need to order an Entry Pass beforehand for themselves/their team. Please click here

The Award for Best Expo Stand is also announced and presented.

Photos (right) are from the Exhibitor/VIP Drinks Event held at Business Showcase South West event in May 2017.

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PROMOTIONAL OPPORTUNITIES

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Adverts This brochure is seen as the ‘go-to’ resource for delegates at the event. It’s a great way to gain extra exposure. There may still be advert space available. For 2018, a very limited number of adverts will appear in our printed (and to thousands of our subscribers online ) brochures which are given out to every delegate who attends the and is also sent via email. Brochures are given out at registration on arrival as well as at our key Shuttle Bus Stops. £249 EX VAT

Half Page Ad (** portrait orientation **) (PORTRAIT: Height 135mm, Width 95 mm) £249.00 ex vat

Please submit all artwork in PDF or JPG format at 300 DPI at the exact size, with no bleed or crop marks. Please don’t add your stand number in the artwork: we do this for you.

Exhibitor Drinks

Please submit to [email protected]

N.B FINAL DEADLINE FOR MAY’S EVENT: 19th April 2018

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Breakfast Networking This is a hugely popular event with numbers up to 80. It’s a great way to start the day as you mean to go on, networking with like-minded businesses (and with a hearty breakfast to fuel you for the day ahead). This May’s Breakfast event is taking place upstairs in the Sports Bar and is Sponsored by Business West/Export for Growth/European Union.

It always sells-out early!

Find out more about the timing, price and book your place early today here or in the order form in the Exhibitor Booking Form (later in this document):

https://may-showcase-breakfast.eventbrite.co.uk

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Photos of BSSW Breakfast Networking by The Post

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EVENT INFORMATION AND LOGISTICS

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Event Information and Logistics

Venue Ashton Gate Stadium, Ashton Road, Bristol, BS3 2EJ. Set up on the Tuesday 15th May*

*We will confirm the set-up timings approximately 2 weeks prior to the event. We strongly encourage Exhibitors (especially those with larger stands) to set-up on 15th May. You can enter the building between 2:30 - 19:00. Although the venue will be locked, there is NO overnight security guard at the venue on the night of 15th May so please remove anything valuable

from your stand in the unlikely event there is a break-in or similar. Arrival and Set-Up on Wednesday 16th May

Entry from 08:00. ALL Exhibitors MUST be checked in with their Exhibitor Host and have finished setting-up their stand by 09:15am . Other team members may of course join you later, but it’s essential your stand is ready and your main representative has checked-in by this time. There is no storage available at the venue. Exhibitors should ensure that all packaging materials are offloaded back to their vehicles before 09:00 on the morning of the event. - Cafes will be open for exhibitors to enjoy breakfast and refreshments before doors open to the public at 10:00. If you are attending our breakfast networking event, please ensure your stand is set-up and you have checked in with your host beforehand. Breakdown – Wednesday 16th May ALL Exhibitors must await permission from their exhibitor host before breaking down their stand. This is at 4pm. Breaking down early leaves huge holes in our show , is not safe and harms all Exhibitors + our Delegates’ experience.

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Event Information and Logistics Parking - set-up day and event day On the 15th May’s set-up period, exhibitors can park temporarily just to unload close to venue entrance (via Winterstoke Road entrance). There are also lots of reserved bays for Exhibitors (once you’ve unloaded), which are alongside the outside of the West Stand Concourse, if no bays are free for you in our main car park outside the South Stand Concourse. Only Sponsors and 6m/3m stands will be allowed ALL DAY parking at the stadium on the event day. On arrival, *ONE* vehicle per exhibiting company ONLY can be checked-in by our expert parking staff. Company ID is required please . Mini Stand holders MUST use our extensive alternative parking: FREE Showcase official overflow carparks at Ashton Court (Church Lodge entrance) and also the large open space between the police horse stables and the cricket pitch close the

Remember – our team can only grant entry to ONE Exhibitor vehicle on event day. Please bring ID and plan your own team’s travel ahead of time.*

Ashton Court called The Clanage. Both with frequent shuttles to the stadium. All other exhibitor vehicles MUST use our extensive alternative parking.

* Remember: Mini Stands holders cannot park at the Stadium!

See our 4-page Travel Guide online here

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TICKETS AND PROMOTION

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Tickets and Promotion

Remember – it’s a win/win for all when you help promote our Expo!

Exhibitor Pass Please register every member of staff who will be working on your stand at the event as an ‘exhibitor’. This will mean they get the appropriate ‘exhibitor’ lanyard and have uninterrupted

access. Book you and your colleagues today : https://exhibitor-may18.eventbrite.co.uk

Delegate Tickets Please encourage colleagues and contacts to attend the exhibition for free as a delegate. Registration is quick and easy online, this will mean fast track entry and registration at the event. https://showcase-delegate-may.eventbrite.co.uk Marketing Toolbox/Dropbox Here you will find useful tools to help you promote the event, such as our logo, email signature banners, event pictures for social media, video links etc… https://www.dropbox.com/sh/afae1keyvr8s1h1/ AADwpI3xSHWJVuc8qF1Tf0f-a?dl=0

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https://www.linkedin.com/ groups/6518878

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DOCUMENTS AND FORMS TO BE READ AND RETURNED ASAP

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To Complete ASAP

Please click the button below to complete your risk assessment, order furniture and confirm insurance etc. ASAP. Should you have any questions, or to discuss any of our promotional opportunities, please get in touch with Sarah.

Sarah Brooks Client Services Director [email protected]

Click here to complete your application

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