Exhibitor manual. Forth Valley higher education exhibition The atrium University of Stirling Stirling FK9 4LA

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1 Forth Valley higher education exhibition 2018 Exhibitor manual The atrium University of Stirling Stirling FK9 4LA Wednesday 19 September :30 12:30 13:00 15:30

2 Contents A... 3 Accidents and near misses... 3 Accommodation... 3 Arrival... 3 B... 3 Build-up and breakdown... 3 Business centre... 4 C... 4 Car parking... 4 Catering... 4 D... 4 Deliveries... 4 E... 5 Electrical services and stand power... 5 Emergency procedures... 5 Exhibition stands and furniture... 5 Event staff... 6 F... 6 First aid... 6 Footwear... 6 H... 6 Height restrictions... 6 I... 6 Insurance... 6 Internet... 7 L... 7 Lost property... 7 O... 7 Organisers... 7 P... 7 Passages and gangways... 7 R... 8 Risk assessment... 8 S... 8 Scanner collection... 8 Security... 8 Smoking... 8 T... 9 Trolleys... 9

3 A Accidents and near misses In the event of an accident or near miss, please contact the general information desk, where a member of the UCAS team and the event organiser will be situated. Accommodation Listed below are some places to stay near the venue. These hotels are recommendations, and not officially endorsed. Stirling Court Hotel, University of Stirling, Airthrey Road, Stirling, FK9 4LA Approximately five minutes walk to the atrium at the University of Stirling. Premier Inn, Forthside Way, Stirling, FK8 1QZ Approximately 15 minutes drive to the University of Stirling. The Royal Hotel, Bridge of Allan, 55 Henderson Street, Bridge of Allan, Stirling, FK9 4HG Approximately ten minutes drive to the University of Stirling. Arrival To gain entry to the venue, you must register details of who will be attending pre-event this needs to be done via your ENet account view instructions on how to do this on our website. On arrival, you need to sign in, and will be issued with an exhibitor lanyard which must be worn at all times in the venue. B Build-up and breakdown Build-up: Wednesday 19 September, 08:00 09:30 There is limited space for dropping off materials. Please do not park in the bus stop or disabled access areas. Breakdown: Wednesday 19 September, 15:30 16:30

4 Please note: students will be on-site until 15:30, so please do not start breaking down your stands until after this time. We appreciate the end of an event day can be quiet, and we re doing our upmost to keep visitor consistency across the day. However, even if you have no visitors around your stand there are always still visitors in the venue, which is why you should not start breaking down your stand early. If exhibitors start to dismantle stands while the event is still open, this poses a health & safety risk to our visitors, and we might have to cordon off your stand. This may affect access to exhibitors near you, and footfall to their stands. If you need to leave early, please speak to a member of our Events Team, so we can assess the impact of doing so on the exhibition. We appreciate your cooperation in this. Business centre If you require printing/faxing, please contact one of the event staff. There may be a charge for this service. C Car parking Car parking is within walking distance of the venue, but spaces are at a premium. Parking meters are in operation, and there is a charge currently an all-day ticket is 5, but this could change before the event. The parking meters only take coins. Catering Tea and coffee will be available from 09:00-09:45 in the atrium, and bottled water will be available throughout the day. There are several eating places in the university and the MacRoberts Arts Centre. Further information will be in the welcome pack on your stand. D Deliveries We will only be accepting deliveries from couriers between 08:00 09:30 on Wednesday 19 September. They should be clearly labelled with your organisation s full name, your stand number, and the venue address.

5 UCAS Forth Valley exhibition <Company name stand number> The atrium University of Stirling Stirling FK9 4LA Please do not send any deliveries before the event. as there is no storage. E Electrical services and stand power There is limited power at the venue, which has already been allocated. Emergency procedures If you hear the fire alarm Calmly, but quickly, make your way out of the nearest emergency exit, or follow directions from university staff. Please do not stop to pick up belongings. Proceed out of the building, make your way to the nearest assembly point, and wait for further instructions. (See the emergency procedures booklet in your welcome pack for assembly points.) Please do not attempt to re-enter the building until instructed that it is safe to do so. This instruction will come from the university s security team. In any other emergency, please follow directions from university staff. Exhibition stands and furniture Each exhibitor is allocated a 2m x 1m stand area, unless a double or triple stand has been booked. Exhibitors will only be provided with a table and two chairs if booked in advance through your ENet account.

6 Event staff Event staff will be on hand throughout the day to assist exhibitors. They will be identifiable by their red UCAS t-shirts with Event Staff on them. They will be able to help you with the breakdown of boxes, how to locate bathrooms, tea and coffee, and any other queries you may have. The event organiser and some SDS staff will also be wearing UCAS branded red polo shirts, and the UCAS Events Team can be identified by their UCAS branded black polo shirts. For any general queries during the event, the general information desk will be staffed by UCAS and the local organising team. F First aid If you sustain any personal injuries, or are present when an accident occurs, please report it to the general information desk, where a member of the UCAS team and the event organiser will be situated. Footwear Suitable footwear must be worn on-site during build-up and breakdown. Open-toed sandals/shoes, flip-flops, and flimsy footwear are not permitted. H Height restrictions No height restrictions at this venue. I Insurance It is essential you take out adequate employee and public liability insurance against personal injury, damage to, or loss of exhibits, etc. While the organisers take every precaution to protect exhibitors property during an event, they are not responsible for any loss or damage. You should ensure you have adequate public and employers liability cover, in line with the booking terms and conditions.

7 Internet Internet is available throughout the exhibition. If you are visiting from another education provider, you can use your own sign in details on the Eduroam domain. If you do not have access to Eduroam, there will be details in the welcome pack on your stand on how to access the internet. L Lost property If you have lost or found property, please report to the general information desk O Organisers If you need to contact the event organiser on the day of the event, please visit the general information desk, where the event organiser and UCAS Events Team will be on hand to answer any queries. P Passages and gangways Any means of ingress and egress, passageway, or gangway must remain free from obstruction, and be kept free from obstruction for the duration of the exhibition. 1. No part of any stand or exhibit is permitted to encroach on a passageway or gangway, and no door, window, or other similar facility may open outwards to project beyond the perimeter of the stand. 2. The floor around your stand shall be kept level and even, and shall not be allowed to become slippery or a source of danger. 3. Where an exhibition stand is not provided with a platform, the space shall be clearly defined, and the exhibits shall be arranged to maintain passageways and gangways of uniform width

8 R Risk assessment All exhibitors, by completing their booking to attend the event, have legally agreed to implement the control measures as detailed in the generic risk assessment provided at the point of booking for exhibitors attending an event of this nature. This highlights the significant risks that exist during such an event. A copy of the risk assessment can be found at the back of this exhibitor manual. You are strongly advised to read this document, and encourage all staff attending the event with you to do the same. You may also have completed an additional risk assessment as part of your booking. Please bring a copy with you, and a copy to the organisers at events@ucas.ac.uk. S Scanner collection If you have booked to hire a scanning device at the exhibition, you can collect this between 08:30 09:15 on the morning of the event from the general information desk. Please ensure you bring your licence codes with you. Security The university s Security Team provides security cover for the main Stirling Campus 24 hours a day, 365 days ayear. The team carries out a wide range of duties, all aimed at ensuring the safety and welfare of staff and visitors. A network of CCTV cameras is also in place, to help ensure the main Stirling campus lives up to its well-earned reputation as a safe and welcoming environment. Smoking The university has a smoke-free policy for the protection of all employees, students, customers and visitors. Smoking is prohibited throughout all university buildings, around entrances to buildings, within internal courtyards, or in any university vehicle.

9 T Trolleys Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand. Trolleys are only permitted on the exhibition floor outside event opening hours, for the safety of visitors.

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22 Sentinel 103 Waterloo Street Glasgow G2 7BW t: f: TO WHOM IT MAY CONCERN 6 th August 2018 Dear Sirs Our Client: The Skills Development Scotland Company Ltd & Subsidiary Companies, including Careers Trust Scotland We act as insurance brokers on behalf of the above and are pleased to confirm that the following insurance covers are in force: Employers Liability Insurer Chubb European Group Policy Number UKCANC47960 Expiry Date 30 th June 2019 Limit of Indemnity 25,000,000 Public Liability Insurer Chubb European Group Policy Number UKCANC47960 Expiry Date 30 th June 2019 Limit of Indemnity 10,000,000 In any policy period or in the aggregate in respect of products supplied. Excess of 500 applies in respect of Third Party Property Damage This document is furnished to you for information only. The issue of this document does not imply that the person, or organisation, to whom it has been issued, is an additional Insured, nor does it modify in any manner the contract of insurance between the Insured and Underwriters. Should the contract of insurance detailed above be cancelled, assigned or changed during the current policy period, in such a manner as to affect this document, no obligation to inform the holder of this document is accepted by the undersigned Insurance Brokers. Yours faithfully Liam McFadden Client Support Technician Aon Risk Solutions Affinity Sentinel 103 Waterloo Street Glasgow G2 7BW t +44 (0) liam.mcfadden@aon.co.uk Aon UK Limited Registered Office The Aon Centre The Leadenhall Building 122 Leadenhall Street London EC3V 4AN Registered in England & Wales No VAT Registration No Aon UK Limited is authorised and regulated by the Financial Conduct Authority