The information detailed here should provide you with everything necessary for your successful participation at Toolfair & Elex 2010. 

Some of the services explained will be essential to your participation, while others are an optional extra.  Below are outlined the ways we recommend you use the information in this manual.

1.
Read the information in full now – this will ensure you are immediately aware of stand         information, restrictions, cut of dates for orders etc.

2.
Fill in and return all request/requirement forms immediately if possible; if not, please ensure you do so by deadline dates.

3.
Keep photocopies of any forms you complete and return, and bring them with you to the show. They will be invaluable should you have any queries on site.

The Checklist Guide should assist you with meeting deadline dates.

Please ensure that your stand designers and fitters are aware of the regulations concerning stand construction, the use of officially appointed contractors and the build-up and breakdown times.

If there is anything further you need to know please give Kirstin Eldridge a call on (01494) 714599 or email kirstineldridge@supanet.com.

Please note that any company that has not paid in full will not be permitted to exhibit at the show.

Exhibition Organiser:

Kirstin Eldridge
Tel: 01494 714599
Email: kirstineldridge@supanet.com

Exhibition Sales Manager:

Colin Gale                                            
Tel: 01923 237799        
Mobile:  07971 555 528

Website: www.elexshow.info

Fax Number: 01923 246901

Electrics                                
The Intershell Group
Tel:  01633 838283
Fax:  01633 838299
Intex House, Avondale Way, Cwmbran, Gwent  NP44 1TS

Furniture                                               
Melville Exhibition Services
Tel:  0121 780 3025
Fax: 0121 780 2027               
Unit 3c, First Exhibition Avenue, National Exhibition Centre, Birmingham  B40 1PJ

Shell Scheme                        
The Intershell Group
Tel:  01633 838283
Fax:  01633 838299
Intex House, Avondale Way, Cwmbran, Gwent  NP44 1TS                                          
               

Telephones/ISDN Lines                                         
Ricoh Arena
Tel: 0844 873 6596
Fax: 0844 873 6598
Ricoh Arena, 71 Phoenix Way, Foleshill, Coventry CV6 6AQ

Audio Visual                        
Sirius Conference & Events Ltd                       
Tel:  01789 269262
Fax:  01789 269862
Unit 8, Avenue Fields Industrial Estate, Stratford Upon Avon, Warwickshire  CV37 0HT   

Build-Up: 
Wednesday 15th September
Space only Exhibitors - 10.00 – 19.00
Shell scheme Exhibitors - 12.00 – 19.00

Any shell scheme exhibitor arriving before 12.00 may find his stand has not yet been erected.

Thursday 16th September
All exhibitors - 08.00 - 09.30

Exhibition Opening Times:
Thursday 16th September 10.00 – 16.00
Friday 17th September 10.00 – 16.00

Please note we require all exhibitors to be on site ready for visitors by 9.30am on both show days.

Breakdown:
Friday 17th September 16.00 – 19.00

Exhibitors are reminded that the exhibitor or his contractor must remove any materials scrapped at the end of the exhibition. The removal of all exhibits must be completed by 7.00pm.  Property not removed by the end of the breakdown period may be disposed of at the discretion of the Organisers.  Exhibitors will be liable for any charges thus incurred.

Audio Visual Equipment Hire
Sirius Conference & Events Ltd are the official AV contractor for the show.  AV requirements can be ordered by returning Form 11 to Sirius ASAP.

Admission
Toolfair & Elex 2010 is open to trade visitors only and admission will be by complimentary ticket registration cards.  100 free tickets will be sent to you.  For a further supply of tickets please return Form 1.

Build-Up Information
Guidelines for trouble free build-up for the show will be sent with exhibitor/contractor passes by Friday 20th August.

Car Parking
Car Parking at Ricoh Arena is free of charge to anyone attending an exhibition.

Carpet
Exhibitors with shell scheme stands will have grey carpet included within their stand.  Exhibitors with site only stands are responsible for organising their own carpet requirements (this may be done through Intershell).

Catering
All catering requirements must be supplied through the venue.  It is not permitted to bring in outside supplies of food and drink on to the stands. 

Deliveries
Ricoh Arena does not have any storage facilities for exhibitors.  Any deliveries must arrive during the tenancy period and be collected before the end of the tenancy.  Please address deliveries as follows:

Your Company name and stand number
Toolfair/Elex
Jaguar Exhibition Hall
Ricoh Arena
Phoenix Way
Foleshill
Coventry CV6 6GE

Demonstration and Working Exhibits
In order to offer some advice to those Exhibitors planning to demonstrate equipment in the exhibition hall, the following notes have been prepared:

1. All running machinery and other working apparatus shall be efficiently guarded to the satisfaction of the Authorities to prevent injury to persons.
   
   
2. Exhibits must be so positioned that at no time will they intrude into the gangway or hazard visitors.
   
   
3. Starting devices on machines should be isolated to prevent visitors operation unattended exhibits.
   
   
4. Proper consideration shall be given to the conditions under which the equipment is being demonstrated which may well differ considerably from the conditions under which it is normally installed and for which the normal safeguards will no longer by appropriate.
   
   
5. Any exhibit or process that generated noxious to toxic fumes, exhausts or smoke of any kind shall be so arranged as to have an effective exhaust system to the outside atmosphere.
   
   
6. The use of compressors, sprayers, auto-trucks and similar plant powered by internal combustion engines is normally prohibited when visitors are in the hall.
   
   
7. The organisers reserve the right to terminate the equipment demonstration at any time.
   
   
8. All supplies of fuel to be kept outside the exhibition in a controlled store for flammable items.
   
   
9. Textile fabrics, signs or other materials used for interior decorative purposes within stands shall be of the following materials:  non-combustible material, inherently non-flammable material, durably flame proofed fabric and plastics material acceptable to the local Fire Brigade.

Exhibitors should contact the Organisers for further details should they have any queries relating to the above mentioned points

Dilapidations
Any charges imposed upon the Organiser for damage to the site caused by an Exhibitor or his contractor will be passed on to the Exhibitor in question.

Electricity
Electrics are not provided as part of the shell scheme package.  The Intershell Group are the official electrical contractor for the show and must carry out all electrical work on stands. Any queries regarding electrics should be made direct to The Intershell Group – 01633 838283.

Electrical requirements can be ordered by return sending Form 8 to The Intershell Group before 1st September 2010, attaching a sketch showing the approximate positioning of all ordered electrical items.

Exhibitors Badges
An allocation of six badges will be made to each Exhibitor.  Any exhibitor who requires additional badges should contact Kirstin Eldridge on 01494 714599.

IN THE INTERESTS OF ASSISTING VISITORS IT IS ESSENTIAL THAT ALL STAND PERSONNEL WEAR IDENTIFICATION BADGES AT ALL TIMES.

Fire Precautions
By order of the Local Fire Authority, the required number of standard type water/gas fire extinguishers will be sited within the show.  Exhibitors who, because of the nature of their exhibits, require a special type of extinguisher must contact the Organisers prior to the show. 

First Aid Facilities
First aid facilities will be available though out the duration of the Exhibition by contacting a member of the Toolfair & Elex team.

Furniture
Melville Hire Services has been appointed to supply on hire, a full range of stand furniture as required by the Exhibitors.  Their brochure is available online
www.melville.co.uk/index.php/pages/furnishings.html
Contact details are:
Email: exhibitorsales@melville.co.uk
Tel:  0121 780 3025
Fax:  0121 780 2027

Health and Safety
Exhibitors must ensure that all individuals, companies, exhibits, special features and materials they bring to the exhibition comply with the Health & Safety at Work etc Act 1974.  Exhibitors must ensure that due thought and consideration is given to their own and others health, safety and welfare throughout the event and so far as is reasonably practicable, that their actions – or omissions – do not give rise to accidents, injuries or an unsafe working environment.

Health and Safety Declaration (Form 2)
All exhibitors MUST complete and return this form by Friday 20th August to indicate their commitment to Health and Safety at the exhibition.

Risk Assessments – Space only exhibitors
All Space Only exhibitors MUST undertake a Risk Assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks.  You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand.  A sample risk assessment is available from the organisers if you require one.

Risk Assessments – Shell scheme exhibitors
Shell scheme exhibitors are not always required to undertake risk assessments. You may obtain exemption from the above by completing and returning Form 3 before Friday 20th August.   However, if any of the activities below are planned you will be required to undertake a Risk Assessment (a sample risk assessment is available from the organisers if you require one), prior to the exhibition, identifying the hazards present on site and ways in which you will minimise and control these risks.  Activities are:
1)         Any hazardous or moving exhibits on your stand
2)         any live demonstration or event involving members of the public
3)         any significant construction within your shell scheme
4)         where your staff come into contact with other hazardous areas of the exhibition.

Hotel Accommodation
Form 10 lists the local hotels reserved for Toolfair/Elex exhibitors through Jigsaw Conferences Ltd. If you would like to book one of these hotels please fax back the form, contact Jigsaw Conferences on 0870 752 0433 quoting event code TOOLFAIRSEPT or visit: www.jigsawconferences.co.uk/toolfairsept.aspx.

Insurance
All Exhibitors are required to hold insurance to cover the legal liability for negligence.  This Public Liability Insurance must be for an indemnity of at least £2,000,000.00.

Exhibitors are required to indemnify the Organisers against all liabilities, action costs and compensation for injury or loss of any property, arising as a result of their occupancy of a stand or of any act, omission or negligence by the Exhibitor or agent or any other person under his direction.

Although every reasonable precaution is taken to prevent any loss or damage to exhibitors property, the organisers cannot accept responsibility for any loss or damage that may befall the person or property of the exhibitor from any cause.
 
Exhibitors and contracts are insured under Public Liability Insurance.  This does not protect property owned by the Exhibitor or Contractor and, therefore Exhibitors are reminded to insure displays, equipment and staff property against loss or damage.

Event Insurance are exhibition insurance specialists.  You can contact them direct
on 0800 515980/01425 470360.

Please send a copy of your insurance policy for inspection by 20th August to Kirstin Eldridge, Toolfair & Elex, Regal House, Regal Way, Watford, Herts, WD24 4YF.

Light Pens
Visitors to the exhibition will be registered by computer.  Light Pens are available for hire enabling exhibitors to obtain details of all visitors visiting their stand.  If you require this service please complete and return Form 12

Stand Cleaning
The cleaning of stands will be arranged by the Organisers on a daily basis. Exhibitors are responsible for their own cleaning of exhibits on display.  Exhibitors should contact the Organisers office if there are any problems with stand cleaning.

Stand Construction - Space Only Sites
All Space only exhibitors are required to submit a plan of their stand including all dimensions.  This should be sent with a Risk assessment and Method statement.  Please send 2 copies of everything.  Stands must be built within the area of space contracted.  No stand should impinge or overhang the gangways.

All stand drawings must be sent to the organisers for approval before Friday 20 August.

Height Restrictions:  Stands or other structures inclusive of signs or fascias shall not exceed 4 metres in height.

Stand Construction - Shell Scheme
Intershell Systems Limited are the official shell scheme contract for the show. Any queries in relation to the construction of the shell scheme of the stands should be made directly to Intershell.  All specifications are detailed on the Intershell Shell Scheme Guide.

Panels:             Velcro Compatible Grey Tweed.  2440mm high.
Fascias:            Regal Blue Covering
Carpet:              Grey
Name Board:     Consist of capital and lower case 50mm black lettering on white card, fixed to the fascia.  Exhibitors are requested to fill in the precise company name on Form 4. (return by 1st September 2010)

Height Restrictions:  If any part of your stand exceeds 2.5 metres in height, a detailed plan must be sent to the Organisers by Monday 17th August. (please note maximum stand height is 4 metres.)

Telephone, Fax, ISDN Lines
Ricoh Arena are able to supply telephone, fax or ISDN lines to exhibitor’s stands. Any enquiries of this nature should be directed to Ricoh Arena. Requirements can be ordered by sending Form 7 to Coventry before Friday 27th August, attaching a sketch showing the approximate positioning of the line.

Vehicles as Part of an Exhibition Stand
Exhibitors must inform the Organisers if they intend to display a vehicle on their stand. This can be done by completing and returning Form 6 of this manual before Friday 20th August.

Exhibitors displaying vehicles will be allocated a time on Wednesday 15th September during build-up to deliver their vehicle to the venue.

Visitor Guide and Voucher Booklet
As an exhibitor, you are entitled to a free editorial in the newsletter and visitor guide (maximum 50 words).  Please email your entry (with a colour picture and colour logo) to yve@hamerville.co.uk.   Please make sure the Company name, full postal address, telephone number, fax number, website and email addresses are included on the email.  Deadline date for the newsletter is Friday 16th July and the deadline date for the visitor guide is Friday 27th August.   

Deadline date for the Voucher Booklet is Friday 6th August. 

Any queries regarding the newsletter, visitor guide or voucher booklet please contact Yve on 01923 237799.

We are offering exhibitors the opportunity to back up their free entries in the guide with a low cost advertisement on one of the limited number of pages that we are holding in reserve.  If you are interested in advertising in the guide, please contact Colin Gale on (01923) 237799.

Water and Waste
Exhibitors requiring water and/or waste to their stand should inform the Organisers to ensure that their stand is positioned near the necessary ducts.